Exception workflow states
Auto-close scenarios explained in detail
Record tracking, difference and data signature defined
A record tracking key is used for identifying individual line items through time [e.g. the position identifier]. It is needed as a pre-requisite to switch on auto-close.
A difference signature is applied to partial matches when working out whether to auto-close an item. It consists, by default, of the value of all the breaking matched fields on both sides after rulesets.
A data signature is applied to unmatched items when working out whether to auto-close an item. It consists, by default, of the value of all matched fields (irrespective of rule sets).
Auto-close based on matched fields or record tracking
When first enabling auto-close, the process defaults to identifying recurring problems using “Matched Fields”. In this case, the above definition of difference and data signature are applied.
However, it is also possible to select “Record Tracking Fields”. When this option is selected, we use the record tracking fields instead of all matched fields. Since matched fields are typically a superset of record tracking fields, this means that will group items together more aggressively and identify breaks as the same problem whenever the record tracking key is the same.
Automatic matching scenarios
The following scenarios apply when
- record tracking is on
- auto-closing of exceptions is enabled
- matched fields are used instead of record tracking fields
(for it to apply to record tracking fields, replace “difference signature” and “data signature” with “record tracking fields”)
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Previous run(s) |
Subsequent run |
Logic |
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Auto-matched |
Auto-matched |
No exceptions are created for auto-matched items. Auto-matched items do not have an exception age. |
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Auto-matched |
Partial-match |
An exception is created in the subsequent run. This exception will start ageing from the point that it is created (i.e. the subsequent run). Previous labels and comments will still be visible (because they are applied to the match). |
|
Auto-matched |
Two unmatched items |
Two new exceptions are raised. These will start ageing when they are created (i.e. the subsequent runs). Previous comments will be visible. Labels will not be visible. |
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Partial-match |
Auto-matched |
The old exception will be auto-closed as long as the record tracking key is the same between the partial-match and the auto-matched items. When auto-closing, we will look at (and auto-close) the last occurrence of the partial match irrespective of the number of runs in between. |
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Partial-match |
Partial-match |
If the two partial matches have the same difference signature, the old exception is auto-closed and a new exception is raised in the subsequent run. This new exception carries forward the exception age, allocation and assignment of the old exception.
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|
Partial-match |
Two unmatched items |
Two new exceptions are raised. These will start ageing when they are created (i.e. the subsequent runs). Previous comments will be visible. Labels will not be visible. |
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Two unmatched items |
Auto-matched |
The two unmatched exceptions will be auto-closed as long as the record tracking keys remain the same. Exceptions stop ageing. Comments will still be visible from both underlying items. Labels will not be visible (since they are applied to the match). |
|
Two unmatched items |
Partial-match |
The two unmatched exceptions will be auto-closed if the data signatures of the unmatched items agree. In that case, the ageing of the oldest outstanding exception is carried forward into the exception of the partial match. If the data signature does not agree, a new independent unreviewed exception with a new age will be created and allocated to the default group. |
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Unmatched |
Unmatched |
The unmatched exception from the previous run will be closed if the data signatures agree between the items. Labels, comments & ageing of new item applied using record tracking logic. If the data signature does not agree, a new independent unreviewed exception with a new age will be created and allocated to the default group. |
Manual intervention scenarios
|
Match status |
Manual Intervention |
Logic |
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Auto-matched |
Break match |
Comments will be copied to the individual items. Labels will not be copied. Breaking apart a record does not have any implications for any future runs.
|
|
Partial-match |
Break match |
Comments will be copied to the individual items. Labels will not be copied. Breaking apart a record does not have any implications for any future runs. |
|
Partial-match |
Force close |
If force closed, future occurrences of the item will be auto-closed if there is no change in difference signature. If there is a change in the difference signature, a new independent exception will be created. |
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Partial-match |
Close |
Used to close an item’s occurrence in the current run. A new occurrence of the same item will be treated as a new exception. |
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Unmatched |
Manual match |
If an item is manually matched, it will be force matched going forward. This means that in the future items with the same record tracking key will be automatically matched. |
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Unmatched |
Force close |
Any new occurrence of the item will be force unmatched and will be automatically force closed. There will be no age associated with this exception. Will remain unmatched & force closed forever. |
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Unmatched |
Close |
Used to mark one-off occurrences. No longer tracked. New occurrence is a new exception. If auto-close is on and the new exception is the same kind of exception as the old exception, the new exception will keep the same exception age as the old item (more specifically: the old exception’s start date will be used to calculate the new exception’s age). |
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All |
Reopen |
Ageing will have steadily increased from when the item was originally force closed. |