Configure Workbench Case Series

A Case series stores a set of Case versions and ensures that the data set is static. When a Workbench Report or Workbench Dashboard uses a Case series, Vault applies report parameters and any user or Admin-defined filters to the Case versions in the series that are in the safety view.

To import a Workbench Case Series: 

1. Prepare Workbench Case Series data.
2. Create the Workbench Case Series record and import the file.

Vault also creates a Workbench Case Series when a user runs a Workbench Report using a safety view with Workbench Case Series enabled, and if a record does not already exist for the view.

After configuring Workbench Case Series, you can use it to filter Workbench Reports and Workbench Dashboards, or open a Workbench Dashboard directly from a Workbench Case Series.

Prerequisites

To use Case series, consider the following prerequisites: 

• You must enable Case series. 
• You must configure a safety view that supports Case series.
• To import Case series, you must:
  • Assign the Import Case Series action to the Workbench Case Series object and add the action as a user action to the applicable states of the Workbench Case Series object lifecycle.
  • Create Workbench Case Series Import Settings to identify the object Vault uses to match cases in the Workbench Case Series CSV file with Cases in your Vault.
• To open a default Workbench Dashboard from a Workbench Case Series, you must assign the Open in Workbench Dashboard action to this object and add the action as a user action on the applicable states of the Workbench Case Series object lifecycle.

Create Workbench Case Series Import Settings

When you import a Workbench Case Series, Vault attempts to match the cases in the Case series CSV with Cases in your Vault using a specific object’s field. The Workbench Case Series Import Setting identifies the object Vault uses to map cases. Create a record for each field on which you want to match: 

1. Navigate to Business Admin > Objects > Workbench Case Series Import Settings. 
2. Select Create. 
3. Complete the following information: 
   • Description: Enter a description for the record. 
   • Safety Object: Select one of the following options: 
     • Case: To import a list of Cases matching on a different identifier. Vault maps cases using a field on the Case object.
     • Case Number: To import a list of Cases matching on a different identifier. Vault maps cases using a field on the Case Number object. This option includes all available Case versions for the specified Case Numbers.
     • Case Version (Specific): To import a list of specific case versions, matching on the Case Number and Case Version Number.
   • Safety Field Reference: Enter the API name of the matching Safety Case field, for example:
     • If you selected Case as the Safety Object and you want to map cases based on the External System UID, enter external_system_uid__v
     • If you selected Case Number, enter the API name for a Case Number field, for example, imported_case_number__v
     • If you selected Case Version (Specific), enter version__v, name__v

     Consider the following restrictions when populating the Safety Field Reference:

     • This field supports the following data types:
       • ID
       • Object
       • Text (up to 255 characters)
       • Number
     • The field must exist on the Safety Object Case or Case Number
4. Select Save. 

Prepare Workbench Case Series Data

To obtain Case series data, you can download it from Workbench and then prepare this subset of Cases for analysis using your preferred external tool (for example, Excel): 

1. Navigate to the Ad Hoc Reports or Dashboards tab to download the Case series in CSV format from a Workbench Report or Workbench Dashboard, respectively.
2. Modify the Case series using your preferred tool. Ensure the file meets the following requirements:
   • The file is in CSV format.
   • Depending on the Safety Object you want to use to map cases, the file must contain the following columns:
     • For the Case or Case Number object, a single column with a related_field header; this column will contain identifiers for Cases, such as the external ID
     • For the Case Version (Specific) object, two columns with a  case_number_v_name_v and version_v header, respectively
     • If not relying on the Safety Object for mapping, a single column with an id header
   • The number of rows does not exceed 1,000,000 (excluding the header).

Import Workbench Case Series

To import a Workbench Case Series, create a Workbench Case Series and associate it with a Workbench Case Series Import Setting to identify the object Vault uses to map Case series cases to Safety Cases during the import:

1. Navigate to Business Admin > Objects > Workbench Case Series.
2. Select Create.
3. On the Create Workbench Case Series page, complete the following information:
   • Custom Name: Enter a name for the Workbench Case Series.
   • Import File: Upload the Case series CSV file by dragging and dropping the file from your local folder to this field or by selecting the Upload () icon.
   • Custom Related Field: This field determines the object and field Vault uses to match cases from the Case series CSV with Cases in your Vault. Select a Workbench Case Series Import Setting or select the Advanced Search () icon to use filters and refine your search. Alternatively, leave this field blank for Vault to match cases based on ID. 
   • Default Workbench Dashboard: Select a Workbench Dashboard or select the Advanced Search icon to use filters and refine your search. You can open this dashboard directly from the Workbench Case Series.
4. Select Save.
5. From the All Actions menu, select Import Case Series.

Vault validates that the cases in the CSV correspond to a Case in Vault. For example, if the Workbench Case Series Import Setting specifies the Safety Object is Case and the Safety Field Reference is external_system_uid__v, Vault returns all Safety Cases that have an External System UID matching those in the CSV. As another example, if the Workbench Case Series Import Setting specifies the Safety Object is Case Version (Specific), Vault returns all Safety Cases that have:

• A Case Number (name__v) matching the case_number_v_name_v column in the CSV
• A Case (version__v) matching the version_v column in the CSV

If the action completes successfully but some cases in the CSV are missing in Vault, Vault attaches a CSV with the missing cases to the notification. If the action fails, Vault sends you a notification with the errors and next steps.

Open a Dashboard from a Case Series

If supported, you can open a Workbench Dashboard directly from a Workbench Case Series. To do this, navigate to Business Admin > Objects > Workbench Case Series and from the All Actions menu, select Open in Workbench Dashboard. If the Default Workbench Dashboard value is not set, select a value in the Open in Workbench Dashboard dialog and then select Save & Open in Workbench Dashboard. Vault opens the Workbench Dashboard and sets the Report Case Series on the dashboard to this Workbench Case Series.