How can we use central tables?

In this article, we explain how to work with central tables in Engage Process.

Central tables contain specific information that is managed centrally in the Admin Centre and can be reused across one or more projects.

What are the advantages of using central tables?

Using central tables offers several benefits:

• Certain information only needs to be maintained in one central location (the Admin Centre).

• Users do not have to manually enter this information, but can simply select values from predefined lists.

• Data quality improves because users always select from predefined values, ensuring consistent naming.

• Consistent data improves reporting and analysis across processes and projects.

How do you create a central table and use it in the Modeler?

Within the Tables section of the Admin Centre, the table types Documents and Roles are available by default.

Although the properties of these table types cannot be changed, you can create your own central tables for them.

Below, we explain how to create a central table for roles.

Creating a central role table

1. In the Admin Centre, click Tables in the left-hand menu.

2. In the Table types panel, select Roles.

3. In the Tables panel, click New table.

4. Enter a name for the table and click Agree.

5. An empty row appears at the bottom of the screen.
   

6. Enter the first role name.

7. Leave the field (for example by pressing Tab). A new row will automatically be created.

8. Repeat these steps until the table is complete.

Using a central table in the Modeler

1. Start the Engage Process Modeler.

2. Open the project in which you want to use the central table.

3. Go to the Tables tab.

4. Click Retrieve table.

5. Select one or more tables and click Agree.

The selected tables are now linked to the project.

Central roles vs. local roles

In the Project window:

• Central roles (defined in a central table) appear in the Roles folder under Tables and are marked with an icon showing a person with a table. 
  

• Local roles (created within the project only) appear with a single person icon and are available only in that project.
  

Central tables for documents

Creating a central table for documents works in the same way as described above for roles.

Once linked to a project, the document table is displayed in the Documents folder within the Tables section of the Project window.