Data Templates

As a functional consultant setting up Global Master Data Sync,
I want to create a new Data Template and point it at a source table,
so that the system knows which table's records should be synchronised.

Steps:

1. Open Global Master Data Template List.
2. Press New to open a blank Data Template card.
3. Enter a unique Code (no special characters).
4. Enter a Description.
5. In the Table ID field, use the lookup to select the source table. The Table Caption fills in automatically, and if the Description was blank it is pre-filled from the table caption.
6. Set Type to Normal Template (default), Sub Template, or Field Template depending on the data structure.
7. Set a Sequence No. — lower numbers are synchronised first.
8. Optionally enter a Bundling Classification to group this template with related templates.
9. Save the record. The system automatically adds the primary key fields as lines on the template.

Notes:

• The template can only be created in the master company (the company where Global Master Setup has a Partner ID and is configured as the master).
• The Code must be unique across all companies and may not contain: <>:"/\|?*%#@$&{}~.
• Type can only be changed while the template is Under Development and has no attached records, field templates, or sub-template links.

As a functional consultant,
I want to select which fields from the source table are synchronised and control how each field is treated,
so that subscribers receive exactly the right data with the correct ownership rules.

Steps:

1. Open the Data Template card (status must be Under Development).
2. Choose Select fields from table from the Setup group in the action bar.
3. Mark the fields you want to include and confirm.
4. The selected fields appear as lines in the Lines subform on the template card.
5. For each non-key line, review and set:
   • Synchronization Action: Update (default — subscriber cannot change), Information (sent for reference — subscriber can change), or Initial (written once at creation — subscriber owns it afterwards).
   • Validate: enable to run field validation when writing to subscriber (recommended for Option and lookup fields).
   • Synch. Sequence No.: set a number if this field must be written before or after other fields (e.g. a posting group before a posting setup field).
   • Field Data Template Code: link to a Field Template if this field is a foreign key to a table covered by a separate Field Template.
   • Comment: free text note for documentation purposes.
6. To remove a field, delete its line (primary key fields cannot be deleted).

Notes:

• The Test Template Lines action (on the subform) shows how many values exist per field in the current record set — fields with zero values may be candidates for removal.
• Changing Synchronization Action to Information or Initial automatically enables Stop Ownership Check for that field, meaning the subscriber can locally override the value.
• Fields of type BLOB, Media, or MediaSet cannot receive fixed values.

As a functional consultant,
I want to apply field filters to a Data Template,
so that only a specific subset of the source table's records is synchronised.

Steps:

1. Open the Data Template card (status must be Under Development, type must not be Field Template).
2. Choose Record Filters from the navigation menu.
3. On the Data Template Filters page, choose Filter settings.
4. In the filter page builder, set the desired filter values for each field (e.g. filter Item Category Code = "RAW").
5. Click OK. The resulting filters appear as rows on the Data Template Filters page.
6. To remove a filter, delete the row from the Data Template Filters page.

Notes:

• Adding, changing, or removing a filter sets the internal Filter Change flag on the template, which triggers a full record-set rebuild the next time the template is released.
• Filters cannot be set on Field Templates (they have no independent record set).
• The filter builder shows all normal, enabled, non-removed fields from the source table.

As a functional consultant,
I want to configure a fixed value for a specific field,
so that all subscriber records receive a hard-coded value for that field regardless of what the master record contains.

Steps:

1. Open the Data Template card (status must be Under Development, type must not be Field Template).
2. Ensure the relevant field is already included as a template line with Synchronization Action = Update and no Field Data Template Code.
3. Choose Fixed Values from the navigation menu.
4. On the Data Template Fixed Values page, add a new line.
5. Use the Field lookup (only eligible lines are offered) to select the field.
6. Optionally enable Skip Relation Check if the value does not exist in the related table in the current company.
7. Enter the Fixed Value. For Option and Boolean fields a value is required. The Formatted Value is calculated automatically.
8. Save. The Fixed Value Changed flag is set on the template header.

Notes:

• At release time the system applies the formatted fixed value to all existing records in the record set and updates the Change DateTime, triggering a full re-send to subscribers.
• Fixed values cannot be set on BLOB, Media, or MediaSet fields.
• Removing a fixed value causes a full record-set rebuild at the next release.

As a functional consultant,
I want to attach a Sub Template to a Normal Template,
so that child records (e.g. Item Translations) are automatically synchronised together with their parent records (e.g. Items).

Steps:

1. Create a Data Template of type Sub Template for the child table (e.g. Item Translation). Configure its fields and release it — or keep it Under Development while setting up the link.
2. Open the parent Normal Template card (status must be Under Development).
3. Choose Subordinate Data Template from the navigation menu.
4. On the Subordinate Template Link page, add a new line and use the Subordinate Data Template lookup to select the Sub Template.
5. The system automatically creates relation filters linking the sub-table's foreign key fields to the parent template's primary key. Confirm and save.
6. To review or adjust the relation, choose Setup Relation Filters on the link row.
7. Subscribers assigned to the parent template are automatically associated with the sub-template as well.

Notes:

• A Sub Template can only be attached to one parent template at a time.
• The relation filter page (Template Filter) shows the link type (Field — uses a parent field value as the filter — or Filter — applies a constant value).
• Adding a sub-template sets the Sub Template added flag on the parent, triggering a record-set rebuild at the next release.

As a master company administrator,
I want to assign subscriber partners to a Data Template,
so that those partners receive the template's data when it is exchanged.

Steps:

1. Open the Data Template card or list and select the template.
2. Choose Subscribers from the navigation menu.
3. On the Data Template Subscribers page, choose Assign Subscribers.
4. The system opens a picker showing partners not already assigned (directly or via a group). Select one or more partners and confirm.
5. Alternatively, add a line manually: set Subscriber Partner Type to Partner or Group, then select the Subscriber Partner ID.
6. The subscriber is now listed with Data Logged = No, meaning the full record set will be sent on the next exchange.

Notes:

• Subscribers can be individual Partners or Partner Groups. A partner that is already a member of an assigned group cannot be added as a direct subscriber.
• To pause exchange for one subscriber without removing the assignment, enable the On Hold flag on the subscriber row.
• To permanently retire a subscriber, set Obsolete to Yes, perform a final exchange (so the subscriber receives the removal notice), and then delete the row.

As a master company administrator,
I want to release a single Data Template,
so that the record set is built and data exchange with subscribers can begin.

Steps:

1. Open the Data Template card.
2. Choose Change Status from the action bar.
3. In the Change Status dialog, select Released and click Yes.
4. The system:
   • Removes any obsolete template lines (fields removed from the source table).
   • Re-applies fixed values if Fixed Value Changed is set.
   • Rebuilds the record set if Template Line added, Filter Change, Sub Template added, or Field Template changed is set.
   • Clears all pending-change flags.
   • Sets Released On to the current date and time.
   • Clears the On Hold flag.
5. The status shows Released in green on the template list.

Notes:

• The release process can take time for large tables. The Release Duration field records how long the process took.
• After release, use the Record Data action to verify that the record count matches expectations.
• The template can only be released in the master company.

As a master company administrator,
I want to release all templates that are Pending Approval in one step,
so that I do not have to open each template card individually after a bulk configuration change.

Steps:

1. In the master company, search for Global Master Release Pending Data Templates and run the report.
2. On the request page, optionally filter by Code to limit which templates are released.
3. Click OK. The report processes templates in sequence-number order, calling the same release logic as the single-template Change Status action for each.
4. A progress dialog shows the template being processed and a completion percentage.

Notes:

• Only templates with status Pending Approval and owned by the current company's Partner ID are processed.
• The report runs in the master company only.
• Alternatively, run the report from the task scheduler for an automated nightly release.

As a functional consultant,
I want to move a template to Pending Approval when I have finished configuring it but need a second pair of eyes before releasing,
so that the template is locked against further edits while it is under review.

Steps:

1. Open the Data Template card (status must be Under Development).
2. Choose Change Status.
3. Select Pending Approval and confirm.
4. The template's On Hold flag is set to Yes and the status changes to Pending Approval. No editing is possible in this state.
5. After review, the reviewer can change the status to Released (using Change Status) or revert to Under Development if changes are needed.

Notes:

• Setting a template to Pending Approval does not trigger a record-set rebuild. Only releasing does.
• The batch release report can be used to release all Pending Approval templates once the review period is complete.

As a functional consultant,
I want to revert a Released or Pending Approval template back to Under Development,
so that I can make configuration changes such as adding fields or adjusting filters.

Steps:

1. Open the Data Template card (status is Released or Pending Approval).
2. Choose Change Status.
3. Select Under Development and confirm.
4. The status reverts to Under Development and the On Hold flag is set to Yes. The template is now editable again.
5. Make the necessary changes (add/remove fields, adjust filters, modify fixed values).
6. When ready, use Change Status again to move to Pending Approval or directly to Released.

Notes:

• Data exchange is suspended while On Hold = Yes. Subscribers will not receive new data until the template is released again.
• The record-set rebuild at the next release will include all accumulated changes (tracked by the internal change flags).

As a master company administrator,
I want to mark a Data Template as obsolete,
so that subscribers are notified to remove the associated data, after which the template can be deleted.

Steps:

1. On the Data Template Subscribers page for the template, set Obsolete = Yes for each subscriber.
2. For Partner-type subscribers that have never been exchanged (IC File Log Entry No. = 0), the Obsolete (Exchanged) flag is set automatically.
3. For subscribers that have been exchanged, perform a final data exchange (Transfer record data or via the regular exchange job). This sends a removal request to the subscriber. After successful delivery the Obsolete (Exchanged) flag is set.
4. Once all subscriber rows show Obsolete (Exchanged) = Yes, the template can be deleted.

Notes:

• There is no dedicated "Obsolete" status on the template header itself. Obsolescence is managed at the subscriber level.
• A template cannot be deleted while it has subscriber rows that have been exchanged but not yet marked as Obsolete (Exchanged).

As a master company administrator,
I want to delete a Data Template and all related records,
so that the configuration is cleanly removed from the master environment.

Steps (normal path):

1. Ensure the template status is Under Development.
2. Ensure all exchanged subscribers are set to Obsolete (Exchanged) = Yes (see US-11).
3. On the template list or card, press Delete. The system cascades the deletion to template lines, filters, sub-template links, and the record set.

Steps (bulk / emergency path):

1. Search for Global Master Delete Data Templates and run the report.
2. On the request page, read the warning carefully. Enable I understand to confirm you accept that no validation is performed.
3. Optionally set a filter on Code to limit which templates are deleted.
4. Click OK. All selected templates — including their lines, filters, subscribers, and IC file logs — are deleted without integrity checks.

Notes:

• The bulk delete report requires the SUPER permission set.
• Use the normal delete path whenever possible. The report is intended for cleanup scenarios only.
• Deleting a template that is used as a Field Template on another template's lines, or as a Sub Template under another template, is blocked by the normal delete path.

As a functional consultant setting up a new GMDS environment,
I want to download Abakion's standard template packages,
so that I can quickly get a starting set of pre-configured templates covering common master data domains.

Steps:

1. In the master company, open Global Master Template Packages (search or navigate from the menu).
2. Choose Get standard packages from the action bar.
3. Confirm the prompt. The system connects to Abakion's Azure Blob Storage and downloads all available packages for the apps installed in your tenant.
4. The list populates with template packages, grouped by Template Area (Bundling Classification).
5. Review the packages. Set Apply = Yes for the packages you want to import, or use Set "Apply" to bulk-activate all.
6. If you want to use a different code than the package's original code, fill in New Data Template Code before applying.
7. Choose Apply selected Packages. The system creates the templates with status Pending Approval.
8. Review the imported templates, then release them using the Release Pending Data Templates report or individually via Change Status.

Notes:

• Packages are only downloaded for apps that are installed in the current tenant.
• Importing a package whose template code already exists is blocked — use New Data Template Code to rename it.
• Standard packages include Normal Templates together with their Sub Templates and Field Templates as an indented hierarchy.

As a master company administrator,
I want to export my custom Data Templates as a package,
so that I can import them into another environment or share them with a partner.

Steps:

1. Open Global Master Template Packages.
2. Choose Get Templates from the Functions group.
3. The system shows a list of Normal Templates that do not yet have a package. Select the templates you want to package and confirm.
4. Package rows are created, including subordinate Sub Templates and Field Templates as indented child rows.
5. To export the packages to a file, choose Export Packages. The system writes the packages to an XML file that you can save locally.
6. Alternatively, use Download Package Content on a specific row to download its JSON content as a standalone file.

Notes:

• Only Normal Templates appear in the Get Templates picker; their Sub Templates and Field Templates are included automatically in the package.
• The Template Area field on each package row inherits the Bundling Classification from the template.

As a master company administrator,
I want to import a previously exported template package into a new environment,
so that I can replicate a working template configuration without manual re-entry.

Steps:

1. Open Global Master Template Packages in the target environment's master company.
2. Choose Import Packages from the action bar.
3. Select the exported XML file and confirm. Package rows are created in the list.
4. Review the imported packages. If a template code conflicts with an existing template, enter an alternative code in New Data Template Code.
5. Set Apply = Yes for the packages you want to create, or use Set "Apply" to bulk-activate.
6. Choose Apply selected Packages. Templates are created with status Pending Approval.
7. Add the required subscribers to each template, then release using Change Status or the batch release report.

Notes:

• The import process creates templates with On Hold = Yes and status Pending Approval. Data exchange does not start until the templates are released.
• Sub Templates and Field Templates must be imported alongside (or before) their parent Normal Templates for the links to be created correctly. The Apply action handles this automatically when all related packages are marked Apply.