Introduction

Every organisation requires flexible and scalable master data to manage business-specific information efficiently.

uKnowva HRMS addresses this requirement through its Automation hub feature, powered by the Process Builder extension.

This functionality allows administrators to create structured masters without coding, define workflows, control access, and manage data visibility seamlessly.

Whether you are creating a Vendor Master, Client Master, or any other custom data structure, uKnowva provides a drag-and-drop interface that simplifies the entire process.

This article explains, in detail, how to create, configure, edit, and delete masters in Automation Hub using the Process Builder in uKnowva HRMS.

Step 1: Access the Automation hub Page

Before you begin, ensure that the Process Builder extension is installed in your uKnowva HRMS instance. If it is not installed, you can click here to visit the extension page.

Log in to your uKnowva HRMS instance and navigate to the side navigation panel. From here, click on the Automation hub menu.

This action opens a new page displaying a list of all existing masters in the Automation Hub in your system.

The list appears in a tabular format and includes details such as the master name, available actions, associated table name, and published status.

If you want to locate a specific master that already exists, you can enter its name in the search bar and click on the Search button. The system filters the list accordingly.

To clear the search and return to the full list, click on the Reset button.

Step 2: Start Creating a New Master in the Automation Hub

To create a new master, click on the + Add button located at the top-right corner of the page.

This opens a new interface where you can begin configuring your master.

Start by entering the Master Name, which identifies the purpose of this master. For this example, let’s create a Vendor Master.

Once the master name is defined, move to the form builder section, where you create fields for the master.

Using the drag-and-drop interface, begin adding fields such as vendor name, vendor code, vendor type, contact person, email address, phone number, status, and vendor manager.

Step 3: Design Form Fields Using Drag and Drop

Drag and drop Text Fields to capture details like vendor name, vendor code, and contact person.

You can configure validations, labels, and other properties as required.

Next, drag and drop the Email Address and Phone Number fields to ensure proper data entry for contact details.

To create drop-down selections, drag and drop the Select Field and configure it for fields such as vendor type and status.

Add relevant options and update field labels to reflect your requirements clearly.

From the uKnowva system fields, drag and drop the User Field to allow selection of a vendor manager directly from your employees.

Step 4: Configure Listing, Unique, and Filter Columns

After creating the form fields, configure how data appears in the listing page.

In the List Columns field, select the fields that should appear in the master listing view, such as vendor name, vendor type, contact person, and vendor manager.

Next, configure the Unique Columns, which define uniqueness while saving records. For the Vendor Master, selecting vendor code ensures that duplicate vendor entries are avoided.

Then, configure the Filter Columns by selecting fields like vendor type or status. These filters allow users to easily narrow down records when viewing the master data.

Step 5: Enable Publishing, User Fields, and Workflow Configuration

Ensure that the Published toggle is set to Yes so the master becomes active and usable.

In the User ID Field, select the form field that uses the User field type in uKnowva HRMS. This field is used to pick a user from the uKnowva system, such as a Vendor Manager. Once selected, the User Additional Fields section displays profile-related columns like email, phone number, or about me, and automatically fetches this information from the selected user’s profile.

This is needed to ensure accurate and consistent user-related data across the master. Instead of manually entering contact details every time, the system pulls real-time information directly from the user’s profile, reducing errors, saving time, and keeping records in sync when user details are updated.

In the Workflow ID field, select the workflow you want to associate with this master. This workflow controls approval or automation logic.

In the Workflow Condition section, define when the workflow should trigger.

For example, if the workflow should trigger when a vendor’s status is “New,” select the status column, choose the condition as equal, and enter “New” as the value.

You can add multiple conditions using the plus icon and combine them using AND or OR logic, or remove conditions using the minus icon.

Step 6: Configure Edit Conditions, Access, and Target Audience

In the Edit Condition section, define when records can be edited.

For example, you can allow editing only when the vendor status is New. Use conditions and logical operators as required.

In the Access JSON field, first select the access type, such as View or Edit, and then choose the User field from the form.

For example, in a Vendor Master, the form includes a Vendor Manager field created using the User field type; you can define whether the selected Vendor Manager should have view or edit access to the entire vendor record.

This configuration works together with the Edit Condition field. While Edit Conditions control when a record becomes editable for anyone, the Access JSON field controls who gets view or edit access to the record.

In the Target Audience section, select a profile field, such as Department, and map it to a corresponding field from the Automation hub form, like Vendor type that you have created. This mapping controls which users can view or access the master records based on their profile information.

If required, you can combine multiple conditions using AND or OR logic. For example, you can restrict visibility so that records are shown only when the user’s department matches the department selected in the form.

This is needed to ensure that master data is visible only to relevant users, maintaining clarity, data relevance, and controlled access across the organisation.

Step 7: Optional Developer Hooks and Pipeline View

There are additional advanced fields that can be configured by developers, such as On Before Submit, On After Submit, On Before Edit, and On Each Record List, which allow deeper customisation through scripting.

If you want to display the master data in a pipeline-style view, enable the Is Pipeline toggle. You can learn more about pipeline configuration by following this article.

Step 8: Save, Edit, or Delete masters in the Automation hubs

Once all configurations are complete, review the details carefully and click on the Save button to create the master. If you do not wish to proceed, click Cancel to discard the changes.

Now, you can navigate to your Vendor Master page and manage it as needed.

To edit an existing master, locate it in the list and click on the Pen icon under the Action column.

Make the required changes and click on the save button to save the changes.

To delete a single master, click on the Bin icon under the Action column and confirm the alert.

To delete multiple masters at once, select them using the checkboxes beside their names, click on the Bin icon above the list, and when the alert appears, click on OK to confirm the deletion.

Conclusion

That’s it!

You’ve now successfully created and managed a master in the automation hub in uKnowva HRMS.

By following this process, you can design structured master data, define workflows, control access, and ensure consistent data management without technical complexity.

If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..