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All system-supplied and/or user-supplied information about a record is contained in the record Details.
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Naming Tips
Many functions within Controller are executed against one or more records.
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Method 1 | Develop a naming scheme for records. |
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Method 2 | Use Business Services, which simply is a method of grouping records. Whenever you create a record, you can assign it to a Business Service. |
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Creating a Record
Step 1 | Select a record type from the appropriate navigation pane of the Services. The records list for that record type displays. |
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Step 2 | Either:
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Step 3 | Click the Save, Save & New, or Save & View button to save the record. |
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You also can create a record by copying and renaming an existing record. |
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Opening a Record
Opening a record refers to the displaying of a record Details.
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Some actions (such as delete) can be performed on a record without opening the record. |
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Step 1 | Select a record type from the appropriate navigation pane of the Services. The records list for that record type displays. |
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Step 2 | Either:
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Record Details
When you select a record type from the Services, a list of records for that type displays. To the right of the list, an empty record Details for a new record of that type displays.
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To see Details of an existing record, open the record.
For example:
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Record Details Fields
The following formatting applies to fields for all record types:
- Fields with names followed by an asterisk ( * ) are required.
- Gray fields are read-only.
- White fields are editable. They may accept any value or only values selected from a drop-down list.
- Some fields provide a drop-down list of values, which are the only selections available for that field.
- Some fields contain a default value.
- Some fields provide hints that describe value to be entered/selected for that field.
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Selecting Field Values
Many fields provide a drop-down list of values for that field. These fields have a down arrow next to it, which you must click to display the list of values.
Additionally, drop-down list fields whose available values are records (as identified by a 9797634 Details Icon), provide a filter for only listing records that contain the sequence characters that you enter in any of the provided record fields.
In the following example, the drop-down list for Default Promotion Target lets you filter the list of Promotion Target records by Name or Description field:
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Details Icon
A Details icon displays next to a drop-down list field if the values available for that field are records.
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If you click the Details icon next to the Calendar field, the Details for that Calendar displays.
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Field Hints
Fields hints describe the value to be entered/selected for that field.
To display a field hint, hover your cursor over the field value.
For example:
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Record Details Tabs
The record Details for every record contains one or more tabs, including the default <record type> tab that provides detailed information about the record.
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- Details icon that allows you to view and edit Details for that record.
- button that allows you to create a new record of that type and automatically associate it with the record whose Details are displayed in the <record type> tab.
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- View details about each record on the list.
- Create a new record of that type.
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Color-Coding of Tabs
Tabs are color-coded:
- Current tab displays in white.
- Tabs that contain records display a green icon.
- Tabs that do not contain records display a gray icon.
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The database Details for some record types (for example, any Task Instance record, as shown below) may show additional fields, such as Status History.
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Record Details Metadata
The Action menu for every record Details contains a Details sub-menu. If you click Show Metadata on this sub-menu, a Metadata section displays at the bottom of the Details. (If Metadata is being displayed, the Details sub-menu contains a Hide Metadata entry.)
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Field Name | Description |
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UUID | Universally Unique Identifier of this record. |
Updated By | Name of the user that last updated this record. |
Updated | Date and time that this record was last updated. |
Created By | Name of the user that created this record. |
Created | Date and time that this record was created. |
Status History | Task instance only; History of all statuses that the task instance has gone through. |
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Performing Actions on a Record
You can perform many actions on a record by right-clicking anywhere in the the record Details to display an Action menu of all actions available for that record.
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The following actions can be performed for all user-defined records:
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Updating a Record
Step 1 | Open the record that you want to update. |
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Step 2 | Make any desired updates to the record and click the Update button. |
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If you change the name of a task that is part of a Workflow, the Controller automatically changes the name of that task within the Workflow itself. |
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Copying a Record
Step 1 | Open the record that you want to copy. |
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Step 2 | In the <record> Name field, enter a new name for the record. |
Step 3 | Right-click in the Details and then click Insert on the Action menu. The displayed record becomes a copy of the record you selected and is added to the list. |
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Do not use Insert to copy the following types of records unless you do not want to copy any records associated with them, such as Actions, Notes, and Variables. Using Insert does not copy any records associated with these types of records:
To copy any of these record types and all of their associated records, use the methods described in:
Also, do not use the Update button to copy a record; the Update button overwrites the existing record. |
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Printing a Record
To print a hard copy of the Details of any record:
Step 1 | Either:
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Step 2 | Select a printer and click OK. |
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Deleting a Record
Deleting a record removes it from the Controller database.
Step 1 | Either:
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Step 2 | On the Confirmation pop-up that displays, click Yes. |
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Record Versioning
Universal Controller maintains historical copies of most user-created records in the database. These include tasks and their associated records (virtual resources, variables, actions, notes), calendars and their custom day associations, custom days, variables, credentials, virtual resources, scripts (and associated notes), email templates and connections, database connections, SNMP managers, SAP connections, PeopleSoft connections, agent clusters, applications, Business Services, and triggers (and associated variables).
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When you update any of these records, the Controller creates an image of the old version and stores it in the record's Versions tab. It also updates the Version field in the current version of the record. For example, if you have updated a task three times, there will be three versions of that task stored in the Versions tab, and the current version will be identified as Version 4.
Although you can purge old versions of records, the Versions field in the current record always will show how many versions of the record have been created.
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Step 1 | Open the record Details for which you want to view old versions. The Version field indicates how many versions of this record have been made. |
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Step 2 | Click the Versions tab. A list of old versions that currently exist for this record displays. |
Step 3 | Click the Details icon next to the Name of the version, or double-click anywhere in the version row, to displays Details for that version. |
Step 4 | Click Close to return to the version list. |
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Restoring Old Versions of Records
You can restore an old version of a record to the current version. When you restore an old version, the current version will become the newest old version.
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Record Type | Fields |
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Trigger (all types} |
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Agent Cluster |
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Application |
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Email Connection |
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Task (all types) |
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Workflow Task |
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Virtual Resource |
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Purging Old Versions of Records
The Controller provides two methods for purging old versions of records.
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Step 1 | From the Administration navigation pane, select Configuration > Properties. |
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Step 2 | Locate the property you want to change. |
Step 3 | Double-click the Value and select true or false. |
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Exporting and Importing Records
There are two different types of exports/imports:
- Bulk exports/imports let you export/import all records in a Controller database.
- List exports/imports let you export/import all records selected on a list.
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It is strongly recommended that you do NOT use the Import and Export functions for modification of Universal Controller records. API functions are available if you need to programmatically update, copy, insert, or otherwise manipulate Universal Controller records. |
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Bulk Export/Import
Universal Controller provides Server Operations (in Controller 5.2.0 and earlier: maintenance scripts) that that allow you to perform a bulk export and bulk import of all records in your Controller database.
Normally, you You would use bulk export and bulk import to migrate data, in bulk, from an existing Universal Controller deployment to a new Universal Controller deployment. If you are upgrading from Universal Controller 5.2.0, you would also migrate data using bulk export and bulk import. See:
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List Export/Import
You also can perform a list export of records selected on a list, or a list import of an XML file to any list for a specific record type.
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Updating Multiple Records
You can update multiple records from any of the following lists:
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There are two actions available for updating multiple records:
- Update - Updates all manually selected records on the list.
- Update Filtered - Updates all records that match the currently selected filter for the list.
Updates are applied and validated per selected record, since a valid update for one record may not be valid for another. A validation failure for one update does not prevent the update of other records.
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Updating Manually Selected Records
Step 1 | Select the list from which you want to update multiple records. |
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Step 2 | Ctrl-click each record on the list that you want to update. |
Step 3 | Right-click any of the selected records to display an Action menu. |
Step 4 | Click Update... to display the Update dialog, which lists every field that can be updated for that record type (since read-only fields cannot be updated, they are not displayed). |
Step 5 | For any field, click anywhere in the Field Value cell to display an editor where you can enter / select a value. |
Step 6 | If you want to clear the value of a field for each selected record and not select a new value, click the Clear Field Value check box. |
Step 7 | Click the Update button to update all of the fields with the changed values. |
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Field Title | Name of the field as displayed in the 9797634 Record Details. |
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Field Value | Value that you want to select for this field in all of the selected records. |
Clear Field Value | Check box indicating whether or not to clear the value from this field when the record is updated. By default, this column is unselected for all fields. |
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When updating manually selected Universal Task records on the All Tasks list, the Update dialog will only contain mapped fields if all of the records have the same Universal Template UUID (that is, those Universal Tasks were based on the same Universal Template). |
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Update / Update Filtered Dialog Variable Fields for Tasks
The 9797634 Record Details for many individual tasks contain one or more Variable fields that allow you enter a variable instead of a record.
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In the Update / Update Filtered dialog for multiple tasks, the Agent field is not converted into a text field if you select Agent Variable. Instead, an additional field - Agent Unresolved - is provided, into which you enter a variable, variable and text, or Agent name. The Agent field is not used.
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Uploading Records
You can upload records (as contained in a zip and/or JSON file) from your local system to any of the following lists:
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Step 1 | Right-click any column on any list that supports uploads to display an Action menu. |
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Step 2 | Click Upload... to display the Upload dialog.
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Step 3 | Click Browse to Select a file to upload. |
Step 4 | Click Upload to upload the selected file. |
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Downloading Records
You can download multiple records from a list (or download a single record from its record details) from any of the following lists:
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There are two actions available for downloading records from a list:
- Download
Downloads all manually selected records on the list. - Download Filtered
Downloads all records that match the currently selected filter for the list.
There is one action available for downloading a single record from its record details:
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Step 1 | Select the list from which you want to download multiple records. |
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Step 2 | Ctrl-click each record on the list that you want to download. |
Step 3 | Right-click any of the selected records to display an Action menu. |
Step 4 | Click Download to download the selected records. |
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Download Records That Match the Current Filter
Step 1 | Select the list from which you want to download multiple records. |
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Step 2 | Create a Filter to display only those records that you want to download. |
Step 3 | Right-click the list header to display an Action menu. |
Step 4 | Click Download Filtered.... A Confirm pop-up displays.
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Step 5 | Click Download to download the matching records |
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Download a Single Record from its Record Details
Step 1 | Select the list from which you want to download a single record. |
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Step 2 | Open the record that you want to download. |
Step 3 | Right-click anywhere in the record details to displays an Action menu. |
Step 4 | Click Download to download the record. |
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You also can download a single record by manually selecting it from the records list. |
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