Reporting on user who completed a stage in a Liberty Create process

[rose.andrew]

Hi,

I am wondering if it is possible to access the data which stores which logged-in user completed a specific stage in a Liberty Create process. If this is accessible, then where is it stored so we can utilise it in reporting?

Thanks, Rose

[paulfrossell]

Hi Rose,

Welcome!!

As you probably know, Create automatically records who completes each stage. This is displayed in widgets like “Case stage list”.

But this data isn’t accessible to most features in Create. If you want maximum reporting ability, the feature to use is “Stage records”.

Then whenever a user completes a process stage, it will automatically create a record in a separate object (that you specify at the end of the relationship in the screenshot) to represent the completion of that stage. When that record gets created, you can related it to the logged in user and cache any amount of data state at that time (using rules).

This can be used to display values of data fields, as they were at the time of completion of that stage. If the same stage is completed multiple times (for the same record), you can still see the different values at each completion time. (For example, using the “Audit subpage” setting on the process stage).

For extra info, check the popup help for “Relation to stage records” setting and the “Represent stage as a record setting” (see screenshots).

Once you have each stage completion in records, you can use all the powerful features of Create to build custom reports - including charts, aggregated tables, exports, PDFs etc.

Consider the cost of disk space consumption, but it is probably worth it.

Happy to explain/help further.

Paul

Frosse
Netcall Partner

[rose.andrew]

Thanks very much for this Paul, that’s great. I was not aware of the ‘Stage Records’ functionality. It looks very useful and I look forward to exploring it.

Thanks again,
Rose

[mrjoe90]

Hi,
Is this written up anywhere as the help test doesn’t state anything regarding what (if any) properties are required in this new object.
Thanks
Joe

[adam.mills]

Hi Joe,

The key detail here is as Paul eludes to above.

@paulfrossell

When that record gets created, you can relate it to the logged in user and cache any amount of data state at that time (using rules).

So essentially you need to create a rule whose trigger is the creation of a record in the object you specified in the Relation to Stage Records above.

As part of this rule you can then copy field values from the related case object into properties you specify as well as the logged in user.

Hope this clears it up for you.

Adam

[JonathanFS]

Hi Joe

This is what I did…not sure if its 100% correct.

We added 1 rule to copy data from process → stage data as shown below, and another to save the logged in user to stage data also, so we know who completed that stage.
1) FOI v3 [PROCESS] > FOI Stage : Set Case Stage On Record Created

This is Trigger on Stage record creation.

This is Response which copies data (in our case it copied the CASE Activity to a property in our Stage data named Current Activity)

And another rule to copy the logged in user
2) FOI v3 [PROCESS] > FOI Stage : Add Relationship to Logged in User

This is Response which adds a relationship to logged in user to our Stage data table

Here is part of our Data Model showing the key relationships

I am still working on using this Stage data correctly, and will post any further nuggets of information as I come across it.

Hope this helps in some small way, you can message me if you want any guidance - happy to help as I’ve had plenty of help from other users on here.

Jonathan
Agile Developer @ East Hampshire District Council