Appian Records – a solution for unified data, streamlined design and Robust Security

Due to siloed systems and data architectures, organizations often struggle to integrate disparate data sources while ensuring data security. Despite established connections between data sources, queries can be slow and therefore retard performance and cause high maintenance costs.  This can mean that even seemingly small changes to the application can take more time to implement, as the impact on performance needs to be considered alongside the logistical restructuring of the application.

Appian takes that data to the next level. You'll be able to securely consolidate your enterprise data into a single data model, regardless of its sources.

How to use Appian Records?

To use the functionality of Appian Records, everything starts with an object of type Record.

The Record type serves as a design object that addresses questions such as: What data defines my records?

What do users want to do with the data?

Who can see the records?

How do users want to see the data when viewing datasets?

Record data

The first step is to create data for datasets with the aim of getting a more comprehensive view of the business. Based on data selected from an existing source, a series of record fields will be automatically created for the recorded data.

A source for a record type can also be created as the record type is created.  Moreover, when a source is selected, the record fields can be customized, while the dataset can be extended by custom record fields which will calculate and adjust the data to fit the business needs.

Record list

To easily display multiple datasets, you can create a dataset list. The dataset list acts as a single, discoverable list that enables users to search and filter in order to find datasets. You can select which data is displayed in the list, provide filters that allow users to control how records are displayed, and add actions to the record list so that users can perform actions directly from the record list.

Record views and related actions

Your corporate data is represented as records in Appian, with each row being a record. However, a record isn't merely a single data row. Records offer a more thorough picture of your data by utilizing record views to present various data insights based on the requirements and interests of the user. A support case record, for instance, may include two record views: one for the case manager, which would contain the customer satisfaction score and case history, and another for the support engineer, which would describe the case issue and type.

Any logical connections you have made between record types are displayed in the relationship diagram, and the recommended linkages might assist you in discovering even more clever methods to link your data. The Data Structure table provides logical information, such as the common fields you utilize to associate your data and the data types of each field.

Any logical connections you have made between record types are displayed in the relationship diagram, and the recommended linkages might assist you in discovering even more clever methods to link your data. The Data Structure table provides logical information, such as the common fields you utilize to associate your data and the data types of each field.

Security

When data synchronization is enabled, you can apply security at the data record level to your data record types to control who can view which data records. With record-level security, you can use record fields, linked record fields, groups, and other configuration elements to define your security needs more dynamically. Record-level security is automatically implemented and enforced whenever you refer to your records.

You might be familiar with traditional records in a database or spreadsheet. These records are single rows of data that provide only a one-dimensional view.

Key functionalities of record type: Sync options

Data sync caches your source data in Appian, meaning that the record type only has to query the synced data, no an external source, allowing users to view data and complete tasks more quickly.

Whether you want to create a new source for your record type or connect to an existing one will determine which option you select in the Configure Data Source dialogue.

When configuring Record type source, we can choose several source types: Database, Process model, Salesforce or Web service.

Conclusion

As you can see, it is easy to use record types, to use record types to connect, consolidate and optimize to secure our data.

Appian Records is a great solution for siloed and costly data management. System data can be consolidated into a single point of management. A central data location allows you to easily customize your data model, define how users will see data, and integrated business processes allows users to take informed action based on the viewed data. This not only speeds up development, but also makes it easier to maintain your objects as you can use datasets seamlessly throughout your application.