Deciding which Prompts to Use

The features described below will help you define the most efficient Applications Manager prompts.

To determine how you should define a prompt in Applications Manager, start by thinking about whether the prompt values are dynamic or static. Here are the definitions of those terms:

Dynamic prompt values: A dynamic prompt value is a value that is automatically set each time the task is run. It has the potential to be different each time the prompt is evaluated. Sample dynamic prompt values include the number of sales orders in a database, a timestamp, and the date of the last day of the month. To automatically set the value, Applications Manager uses a SQL statement to retrieve the value from a database.

Static prompt values: When prompt values do not change, except when updated manually or with a condition action, they are static. Sample static prompt values include company names, department names, and yes/no flags.

If you are new to Applications Manager, you're probably only used to providing static values for parameters. But you will find that dynamic values allow you to automate tasks that previously had to be run manually.

Using Dynamic Prompt Values

In Applications Manager, you define dynamic prompt values with substitution variables (subvars) that include a SQL statement. The statement retrieves a value from a database. Subvars including a SQL statement are called dynamic subvars. Several dynamic subvars ship with Applications Manager. You can also create your own.

Dynamic subvars are a cornerstone of automation and should be used whenever possible. Advantages of dynamic subvars include the following:

• Dynamic subvars can be evaluated in scheduled jobs and process flows. For example, you may have a job that always requires the current date. With a dynamic subvar, an operator does not need to enter a date each time a job runs because it is done automatically.
• Dynamic subvars can be used as default prompt values for job and process flow prompts that will be requested on an ad hoc basis. Consider this simple example: A user needs to supply the current date every time they run a particular job. With a dynamic subvar, the date is filled in automatically when they request the job, saving time and eliminating the potential for error.
• Once defined, dynamic subvars can be used in other parts of the Applications Manager product, including notifications, output scans, and conditions.

Other options, such as whether a prompt value is editable when requested, are determined by the prompt's details.

Using Static Prompt Values

When a prompt value is static, you should think about the best way to set the value. If it would be advantageous for a developer creating the prompt, or the operator requesting a job, to select a parameter value from a list, you can create a prompt where users can select one or multiple prompt values from a list. Selecting values from lists eliminates data entry errors. Usually you build lists for prompts with a SQL statement that pulls values from a database table. Alternatively, you can build a list from the Applications Manager GUI, or specify a directory and allow users to select file names as values. The way the list is built is determined by the prompt's data type.

If the value will not be included in a list, you can do either of the following, depending on your preference:

• Key in text as prompt values.
• Enter static subvars. Values for static subvars are stored in a database and retrieved at the time a job is requested. An advantage of using static subvars for static prompt values instead of keyed-in values is that changes can be made to the subvar definition to update the value in all objects using the subvar. Static subvar values can also be set by Applications Manager conditions.

Other options, such as whether a prompt value is required, editable, or has a default value are determined by the prompt's details.