Auto project naming
Note: Automatic Naming is an advanced feature and may not be available for your system. For more information, please contact your administrator.
BLUE allows you to generate unique project names automatically based on several variables, including attribute values defined during project creation or project template ID. The ability to have the system automatically create project names is helpful to enforce certain patterns for project names that will help identify projects easier using specific values in their names.
There are several variables that can be used to generate a project name. Once created, the project name will not be directly editable; however, it can be changed by updating field value assignments when a project is in draft state. A maximum length of 255 characters is allowed for the project name.
On “Create Process Template,” the option to enter an auto project name expression is available. It is not required, but once an expression is entered, every project created from this template will have its name automatically generated by the system, based on the expression entered.
What types of attributes can be used for auto project naming?
Automatic project naming supports using up to eight String type attributes which can be used in combination to generate a project name. String attributes can be constrained or non-constrained, single or multi select, or free form. Other attribute types are not supported with automatic project naming.
Who can use auto project naming?
Administrators. The configuration of expressions which will make up a project name is defined on the process templates by an administrator. These templates are then used by project creators when creating a new project. The values assigned to the defined variables will systematically generate the project name.
Note: Administrators must confirm that the used expression will ensure uniqueness, as project names must be unique.
Project creators. When selecting a template to create a new project, project creators will be able to see that the template has a defined expression for the project name. This name will display as read-only text, “auto-generated,” and cannot be modified when creating the project.
How do I set up an automatic project name?
As an administrator, you will be able to add an expression for the project name when creating a process template. See process templates for more information on creating a process template. On the “Create Process Template” screen, locate the “Auto Project Name Expression” field and enter the attribute expressions that will generate the project name.
Expressions
The expressions required to indicate an auto-generated project name is based on Velocity Template Language (VTL). The following expressions and formats are allowed for project naming:
Variable |
Description |
${projectTemplate.id} |
Captures the ID of the template used to create the project |
${projectTemplate.version} |
Captures the version of the template used to create the project |
${numberOfProjectsFromTemplate} |
Captures the numeric representation of the number of projects created from the template version.Notes and limitations:
|
${project.number} |
Captures the unique numerical identifier of the project |
${cfs.get(‘custom_field_ID’)} |
Captures the value for the selected attribute (custom field) ID. Attribute must be homed at the project level and values must be entered for them to appear within the name. All String type attributes are supported:
|
free text |
Use any string of text/words/spaces to be included in every instance that the expression is generated. Plain text to be used as separator, prefix, or suffix |
${project.created} |
Captures the date that the project was created. |
${projectTemplate.name} |
Captures the template name used to create the project |
Here is an example of how you can use a velocity expression for the auto project naming:
BLUE_${cfs.get(‘brand’)}_${cfs.get(‘product’)}_${project.created}_${projectTemplate.id}/${numberOfProjectsFromTemplate}
Note: Make sure the single quotes are the straight up-and-down ones ( ‘ ) and not the curvy ones (‘ and ’ ) which other programs (like Word) create. The expression will not work with the curvy single quotes.
Auto sub-process naming
Note: Automatic Naming is an advanced feature and may not be available for your system. For more information, please contact your administrator.
Like auto project naming, sub-processes can also have an expression entered in the template to auto-generate their names. A maximum length of 255 characters is allowed for the sub-process name.
You can configure an expression for the name in the sub-process node in a template. It is not required, but once an expression is entered, every project created from this template will have its sub-process names automatically generated by the system, based on the expression entered.
If the expression is based on attributes, only the attributes homed at the sub-process or project level will be evaluated in the name by default. There is a configuration option to evaluate all attributes extended to the sub-process and use them to generate the sub-process name.
What types of attributes can be used for auto sub-process naming?
Automatic sub-process naming supports using String type attributes which can be used in combination to generate a sub-process name. String attributes can be constrained or non-constrained, single or multi select, or free form. Other attribute types are not supported with automatic sub-process naming.
Who can use auto sub-process naming?
Administrators. The configuration of expressions which will make up a sub-process name is defined on the process templates by an administrator. These templates are then used by project creators when creating a new project. The values assigned to the defined variables in the expression will systematically generate the sub-process names in the project.
Note: It is advised that administrators use an expression that will ensure uniqueness for each sub-process, but uniqueness is not required with sub-processes.
How do I set up automatic sub-process naming?
To enter an expression for a sub-process name, click on the details panel of a sub-process node in a process template. “Sub-Process Name Expression” is an optional field, and each sub-process can have a unique expression or the same one can be used.
If no expression is entered, then the sub-process name will be the value that is in the “Name” field.
Expressions
The expressions required to indicate an auto-generated sub-process name is based on Velocity Template Language (VTL). The following expressions and formats are allowed for sub-process naming:
Variable |
Description |
${cfs.get(‘custom_field_ID’)} |
Captures the value for the selected attribute (custom field) ID. Attribute must be homed at the sub-process level and values must be entered for them to appear within the name. All String type attributes are supported:
|
${libraryItem.name} |
Used with auto-generated sub-processes, this captures the name of the file (without its file extension) that was selected to create the project’s sub-processes. |
${subprocess.id} |
Captures the unique numerical identifier of the sub-process |
${subprocess.name} |
Captures the name defined in the process template for the sub-process |
free text |
Use any string of text/words/spaces to be included in every instance that the expression is generated. Plain text to be used as separator, prefix, or suffix |
Here is an example of how you can use a velocity expression for the auto sub-process naming:
Component_${cfs.get(‘brand’)}_${subprocess.id}_${cfs.get(‘product’)}_${cfs.get(‘date’)}
Note: Make sure the single quotes are the straight up-and-down ones ( ‘ ) and not the curvy ones (‘ and ’ ) which other programs (like Word) create. The expression will not work with the curvy single quotes.
Editing sub-process names in a project
Once a project has been created and there are sub-processes with auto-generated names, you will be able to modify them.
Duplicating a sub-process
You can duplicate a sub-process that has an auto-generated name. The name field will be read-only and will always auto-generate the name. Duplicate sub-process names are allowed in a project when using the auto-generated naming expressions.
Sub-Process names without values
When the sub-process naming expressions contain values that have not yet been entered in the attributes, the label of the attributes will appear within [] brackets on the sub-process name.
Sub-Process names with values
Once the values have been entered, the sub-process name will display the name with the values.
Note: The sub-process name will display the values only if the attributes are edited from a task or sub-process in Draft, Pending, Bypassed or Suspended states.
Copying a project with auto-generated Sub-Process names
When a project containing sub-processes with autogenerated names is copied, the names of the previous project will be copied to the new project. The name will no longer be auto-generated and it will not follow the expression variables. So if changes are made to a attribute value used in the expression, the name will not change.
If you need to auto-generate the sub-process name for the new project, edit the sub-process and select “Regenerate Name” and save the sub-process. The name will be auto-generated according to the sub-process name expression.
Manual change to an auto-generated name
As a sub-process owner, you may need to make a manual change to the sub-process name. On the Edit sub-process page, you can enter text in the Name field. The name will no longer be auto-generated and it will not follow the expression variables. So if changes are made to a attribute value used in the expression, the name will not change.
If you need to return to the original naming expression, check “Regenerate Name” and save the edits. This will reset the name to auto generate again.
Modifying values of homed/extended attributes used in Sub-process name expression
BLUE offers a configuration option to determine whether only the attributes extended from project or homed at the sub–process will get evaluated in the auto generated name or all attributes extended to and editable at the sub-process will be evaluated.
Note: This is a site-wide configuration. Please check with your administrator to find out how your site is configured.
Auto Naming All Extending Sub-processes on Custom Field Edit is set to False |
Auto Naming All Extending Sub-processes on Custom Field Edit is set to True |
The value of an attribute homed at the sub-process or extended from project will be evaluated. This is the default behavior. |
The value of an attribute homed at the sub-process or extended from a task, another sub-process or the project and is editable in the sub-process will be evaluated. |
If the value of an attribute homed in a nested sub-process is edited in the parent sub-process or vice versa, the name of the sub-processes will not be evaluated. |
The name of a parent or nested sub-process will be evaluated regardless of where the attribute is extended from or edited at. |
All auto-generated sub-processes will fetch attribute values from the asset and the name will be evaluated. |
All auto-generated sub-processes and sub-processes with extending attributes from auto-generated sub-processes will fetch attributes from the asset and the name will be evaluated. |
Note: Changes to the auto sub-process naming can only be made to sub-processes in Draft, Pending, Bypassed or Suspended states.
Auto form naming
BLUE allows you to generate unique form names automatically based on several variables, including attribute values defined during project creation or values entered in the form. Like auto project naming, forms can also have an expression entered in the template to auto-generate their names. A maximum length of 260 characters is allowed for the form name.
You can configure an expression for the name in the complete form task in a template. It is not required, but once an expression is entered, on completion of the task, the completed forms being saved as reference files or approval candidates will have their names automatically generated by the system, based on the expression entered. A maximum length of 260 characters is allowed for the form name.
If an expression is based on attribute values, the attributes homed at the project, sub-process, task or referenced in the form are evaluated and used to generate the form name.
Note: Auto naming is only applicable for forms being saved as reference files or approval candidates.
What types of attributes can be used for auto form naming?
Automatic form naming supports using String type custom fields which can be used in combination to generate a sub-process name. String custom fields can be constrained or non-constrained, single or multi select, or free form. Other custom field types are not supported with automatic form naming.
Who can use auto form naming?
Administrators. The configuration of expressions which will make up a form name is defined on the process templates by an administrator. These templates are then used by project creators when creating a new project. The values assigned to the defined variables in the expression will systematically generate the form names in the project when the form task is completed.
Note: It is advised that administrators use an expression that will ensure uniqueness for each form, but uniqueness is not required with forms.
How do I set up automatic form naming?
To enter an expression for a form name, click on the details panel of a form task in a process template. “Form Name Expression” is an optional field, and each form task can have a unique expression or the same one can be used.
If no expression is entered, then the completed form will be saved with the same name as the form template associated with the task.
Expressions
The expressions required to indicate an auto-generated form name is based on Velocity Template Language (VTL). The following expressions and formats are allowed for form naming:
Variable |
Description |
${project.name} |
Captures the name of the project |
${project.number} |
Captures the unique numerical identifier of the project |
${project.created} |
Captures the date that the project was created. |
${subprocess.id} |
Captures the unique numerical identifier of the sub-process |
${subprocess.name} |
Captures the name defined in the process template for the sub-process |
${task.id} |
Captures the unique numerical identifier of the form task |
${task.name} |
Captures the name defined in the process template for the form task |
${cfs.get(‘custom_field_ID’)} |
Captures the value for the selected attribute (custom field) ID. Attributes referenced in the form and attributes extended to the form task from the project, sub-process or other tasks can be used in the expression and values must be entered for them to appear within the name. All String type attributes are supported:
|
free text |
Use any string of text/words/spaces to be included in every instance that the expression is generated. Plain text to be used as separator, prefix, or suffix |
Here is an example of how you can use a velocity expression for the auto form naming:
Component_${cfs.get(‘brand’)}_${subprocess.id}_${cfs.get(‘task.id’)}_${cfs.get(‘project.created’)}
Note: Make sure the single quotes are the straight up-and-down ones ( ‘ ) and not the curvy ones (‘ and ’ ) which other programs (like Word) create. The expression will not work with the curvy single quotes.