Submit Transaction script files for review

submit step of record map submit approve run process

After you create a script file, you might need to submit it for review. You can also submit a data file template. Studio steps you through the process.

Important: If you are going to use a custom workflow that contains conditions, follow the steps in the Excel Sync Plug-in before you submit the script.

Submit files for review

  1. Click the Save icon.

    save button on the top toolbar

  2. Make any changes you want to the file names, and then click Save Both Files.

    Tip: If you give a script file the same name as a file that you created before and that is already in production, the new file will become an updated version of the original file. For more information, see the Files with the same name section below.

  3. On the Foundation tab, click Submit to Foundation.
  4. In the Description box, add a description of the script.
  5. In the Foundation destination box, you can change where the script will be saved. To search for a location, click the three-dot button.

    Note: If you are submitting multiple scripts, click the Multiple scripts option before you click Next. For more information, see Multiple script files or linked script files.

    To ensure that runners always use the specified sheet, check the Lock sheets box.

  6. Click Next.
  7. In the Description box on the next screen, add a description of the data file template, and then click Next.
  8. Attach any supporting documents, and then click Next.

    Supporting documents include extra scripts, data sheets, or any other files that explain what you are submitting for approval. To add a supporting document that is already on the Foundation site, click Add Existing. To upload a new document, click Add New.

    To change the location where supporting documents are stored, click the three-dot button and choose a location.

  9. To make any changes, click the Edit button for the information that you want to change.

    edit button on the submit wizard summary screen

    Studio will take you to the corresponding screen in the wizard. Make the changes you want and click Next until you return to the Summary screen.

  10. Click Submit.
  11. When Studio has finished submitting the script, click OK.

Files with the same name

If you submit a script file with the same name as a file that you created earlier—and the first file is already on the server in production status—the new file is considered a new version of the existing file. The first version is archived by SharePoint, and the new version becomes the current file. To create a unique file instead, give the new file a different name.

If a file with the same name is already on the server but is not in production or if it was created by someone else, or if you are not the Foundation Application Admin, you must submit the new file with a different name.

Data templates

A data file template, or data template, is a file that includes the headers you selected during the mapping stage. An example of a template is a script file with headers.

You must create a data template when you send a script for review. When you resend a previously rejected file for approval, you can create a new template, if you want.

To ensure that data template files are not overwritten, you can check the Auto increment data template name box on the Locations tab of the Options box.

After the script is approved, users can download a local copy of the data file template, and input the data. Depending on the workflow, they can then run the script to upload the data or submit the data file for review.

Assign a reviewer and a process

After you complete the wizard to submit the file for review, select the type of review process and the reviewer.

The steps vary, depending on whether you want to run the script manually, use AutoRun, or use a custom workflow.

Review for a script that will be run manually

  1. Click the File tab, and then click My Workflow Tasks.
  2. Under Workflow, click the Select reviewer drop-down list, and choose a reviewer.
  3. Click the Data review process list and choose a process:
    • No Data Review Process: After the script is reviewed, people do not need to get the data files approved before they run the script.
    • Review and Post - One Step: The data file must be approved, and the reviewer runs the script.
    • Review and Post - Separately: The data file must be approved, and then the submitter runs the script.
  4. Click Complete Task, and then click Close.

The reviewer will automatically receive a notification email message that lists the file name of the script.

Review for an AutoRun script

When you are using built-in workflows, you can select to automatically run the script when the Excel data file is approved.

After a data sheet is posted, the specific sheet cannot be edited. Password-protected data sheets can also be automatically posted.

Note: AutoRun is not available in the following situations:
Scripts that were recorded in GUI Scripting mode
Scripts that include long text
Jobs that include attached documents

  1. Click the File tab, and then click My Workflow Tasks.
  2. Under Workflow, click the Select reviewer drop-down list, and choose a reviewer.
  3. Click the Data review process list and choose a process:
    • Review and Post - One Step: The data file must be approved, and the reviewer runs the script.
    • Review and Post - Separately: The data file must be approved, and then the submitter runs the script.
  4. Choose an AutoRun option:
    • System Account runs the script using the credentials of the designated system account on Foundation.
    • Depending on the review process, Reviewer/Creator uses the logon credentials of the reviewer (Review and Post - One Step) or the creator (Review and Post - Separately).
  5. To include the result file in the email notification after the run, check the Attach data file to email notification when run is completed box.
  6. Click Complete Task, and then click Close.

The reviewer will automatically receive a notification email message that lists the file name of the script, and the script will go through the review process. After the data file is reviewed and approved, it will run automatically.

Review using a custom workflow

If your organization has developed its own workflow for this business process, use the Custom Workflow data review process.

Note: When you use a custom workflow, you can also specify an SAP system, but you cannot use email attachments or auto run.

  1. Click the File tab, and then click My Workflow Tasks.
  2. Under Workflow, click the Select reviewer drop-down list, and choose a reviewer.
  3. Click the Data review process list and click Custom Workflow.
  4. Choose the workflow from the list.
  5. Select the SAP system.
  6. Click Complete Task, and then click Close.

The reviewer will automatically receive a notification email message that lists the file name of the script.

The next step is to run the script.

Submit files that have been rejected

When a file is rejected and returned to you for updates, save the file locally, make changes, and then resubmit it by clicking Submit to Foundation and completing the wizard.

Data files

Data files that are created from templates on the Foundation site must be submitted through the Excel Add-in. For instructions, see Use the Excel Add-in for a transaction.