Update Source and Type of Authority Document

[ShafrazMubarak]

We have a requirement to import some of the national guidelines as authority documents and our parent group company guidelines (we are an afflitiate) as authority documents to GRC.

We have imported those authority documents via excel import and now it is in production. We need to change the source name and the type (this is a dropdown field) to different naming conventions as per our usage within the company. 

Advise me

1. how can i do this for existing production records?

2. will there be an impact in future?

3. How can make this reflected in future excel import

[Yash Kumar Taya]

Hi @ShafrazMubarak ,

Answers to your questions:

Ans 1. There can be two solutions to your query.

Solution 1:

If you want to change the values in Production directly for some Authority document records then you can do this with the help of Transform Map without impacting any other data for those Authority Documents.

Steps to do so:-

a) Make sure the new choice values which you want to import, must be present in your Production environment.

b) Create an excel sheet with three columns (Update Source, Type and there must be any unique field on AD table in which value must be unique for each AD record for ex. Incident Number)

c) Create a Transform Map

d) Upload the excel sheet and create Field Mapping on that transform map.

e) After mapping make Coalesce field true so that it will not create any duplicate entry for any of the record.

f) Run the transform map

Note: This activity you can perform in Dev instance and then capture the Transform Map and move the Update set to the Next environment.

Solution 2:

You can create a Fix script in which you can GlideRecord all the records of AD table on which you want to change the values for Update Source and Type field and then move that script to Production environment and ask your System Admin to run that script in Production.

Script:

var grAD = new GlideRecord('authority_document');

grAD.addEncodedQuery('put your query here to fetch the records');

grAD.query();

grAD.setWorkflow(false);

grAD.autoSysField(false);

while(grAD.next()){

grAD.update_source = 'new_choice_value';

grAD.type = 'new_choice_value';

grAD.update();

}

Note: Please make sure the new choice values for those two fields should be present in Production environment.

Ans 2: No, there will be no impact of this thing in future.

Ans 3: For future excel import you have to make sure to enter the correct choice values in your excel sheet otherwise it will impact in future as well.

Mark my solutions as Helpful and correct if it works for you.

Thanks & Regards,

Yash Tayal