Registration verification ensures that users must complete workflow tasks to verify updates to registrations and registered details before Vault commits the changes to the impacted records. When configured, Vault can enforce registration verification as part of the Managed Registered Details process or when users edit registrations and registered details directly.
Note: This feature is only available on RIM Registrations Vaults.
Configuring Registration Data Verification
Complete the steps below to enable registration data verification:
- Enable system-managed naming on all registered details objects. Ensure that your naming pattern doesn’t exceed 128 characters or record creation could fail.
- Update the Registration object page layouts to add a related object section for Unverified Registration Data. In the Add Related Object Section dialog, add the following condition under Filter Related List: Unverified Registration Data Type equals Unverified Data.
- Optional: Set up either Dynamic Access Control or Custom Sharing Rules on the Registration object. This allows you to use roles when you configure the workflow. You can also determine which roles can participate in the verification workflow on the Application Settings page.
- Optional: Set up a group of state types to map to target lifecycle states on the Registration and registered detail object lifecycles. Setting up state types lets you bypass verification in specified lifecycle states and prevents users from editing records with open verification workflow tasks. See details about this step below.
- Navigate to Admin > Configuration > Workflows and open the Registration Data Verification workflow. You must configure this workflow before you can enable the feature. See details about this step below.
- Update permission sets for users or roles that will receive workflow tasks to add the Object: Unverified Registration Data: Read permission. Ensure that users have Read permission on both the Unverified Data object type and the Summary of Changes object type.
- Add a user action to start the Registration Data Verification workflow on all Registration object lifecycle states that users could modify in the wizard. Adding this action enables Vault to assign the appropriate workflow tasks and send notifications. You can configure atomic security to prevent users from starting the workflow manually, although users may need to do this if an error occurs.
- Enable registration data verification. See details about this step below.
Configuring State Types
Setting up custom state types allows you to specify the lifecycle states in which verification should occur. We recommend configuring a group of state types that are available to all lifecycles. Then, associate one lifecycle state to each of these state types on the Registration and registered details object lifecycles.
For example, we recommend configuring the following state types with the naming pattern “{State Name} – Verification”:
- Approved - Verification
- Pending Approval - Verification
- Planned - Verification
After you configure and associate state types, you can choose the state types in which Vault should perform verification when you enable data verification on the Application Settings page. See Managing Object State Types for more information about creating state types and Configuring Object Lifecycles for more information about associating state types to object lifecycle states.
Configuring the Registration Data Verification Workflow
RIM Registrations Vaults include the standard Registration Data Verification workflow by default. The workflow includes a basic outline, but you must make the following updates in order to configure the feature fully:
- Configure every participant control in the workflow Start step to Use roles as participants.
- Add the roles that users can select to receive workflow tasks.
- Decide whether you want parallel review tasks or sequential review tasks for different roles.
- Decide if a single user must complete tasks or if every user in the group must respond.
- Decide whether to short-circuit the workflow if one user rejects a change.
- Include two system action steps in the workflow to align with accepted or rejected outcomes. These steps determine whether Vault initiates the job to add or update registrations and registered details at the conclusion of the workflow.
In addition to the updates above, you may further configure the workflow to meet your organization’s business requirements. See Configuration Considerations & Limitations for configuration parameters.
Configuring Multi-Record Registration Verification
In Vaults created on or before 22R3, the Registration Data Verification workflow is configured for single records, meaning that for each impacted Registration record, Vault generates a verification task.
As of 23R1, this workflow leverages Vault’s multi-record workflow capabilities to allow users to verify and apply a verdict on up to 100 Registration and registered details records within the same workflow task. If the workflow includes more than 100 records, Vault creates multiple tasks for each group of 100 records.
To update the workflow to leverage Vault’s multi-record workflow capabilities:
- Navigate to Admin > Configurations > Workflows > Registration Data Verification.
- Delete the Send Rejection Notification and Send Accepted Notification Notification steps. This feature includes notifications, and therefore these steps and their related notifications are no longer in use.
- Update the Delete Unverified and Rejected Data and Commit Registration Data System Action steps’ Next Steps to End. This closes the workflow logic.
- In the Verify Registration Data Task step, remove Registration Verification Redirect from the Custom Action drop-down.
- In the workflow’s Options section, convert the workflow to multi-record by deselecting the Use workflow for single object record checkbox.
- In the workflow’s Details section, click Make configuration active.
Enabling Registration Verification
To enable registration verification, navigate to Admin > Settings > Application Settings and select Send manage registered details data for verification. After you set this checkbox, you can also enable additional options to fit your business processes:
- In the Verification State Types drop-down, you can choose specific Registration or registered details object lifecycle state types in which Vault can run the verification workflow. For any state types that you don’t select, Vault makes changes immediately after users run the Manage Registered Details wizard or edit registration and registered details, without sending proposed changes for verification. If you don’t select any specific state types, Vault enforces verification for all state types.
- In the Select Verification Groups drop-down, you can choose which groups can participate in the verification workflow. If you don’t select groups, Vault uses object record sharing settings to determine participation.
Configuration Considerations & Limitations
Registration verification does not apply to additional workflows or lifecycle state change user actions that you configure on the Registration or registered details object lifecycles. Carefully examine all workflows and lifecycle state change user or entry actions on these object lifecycles so that users cannot bypass verification.
Ensure that:
- Workflows only allow users to update fields in lifecycle states for which Vault does not enforce verification.
- For lifecycle states in which Vault enforces verification, do not include user actions or workflows that allow users to manually move records to new lifecycle states. The Edit & Verify option on the object record detail page allows users to move records to new lifecycle states instead.
- Workflow tasks are required. Vault requires the verification step to be complete, even when the Task Requirement setting is configured as optional.
- Verdicts are configured such that the data is clearly accepted or rejected. Vault ignores any other verdict.
- Workflow task steps do not include variables or variable controls, or prompts for fields, such as due date fields. These are not included in the dialog when Vault initiates the wizard.