Instances & Reference Data

Once an assessment object is created, instances of each existing focus object added to the assessment's dimensions, along with any objects added to a relationship or reference on the assessment, are automatically created. Instances contain the same data as the original objects, except they’re assigned unique IDs that are .1 number higher than the original, with any additional instances on the same object being assigned IDs that continue incrementally (e.g. .2, .3, .4, etc.). You can identify instances in a view because they display the dimensions from the related assessment below their names. For example, selecting the Payroll object with a unique ID of P-5 on an assessment will result in an automatically created instance of that object with the same data, but with a unique ID of P-5.1 and the Edmonton (Location) dimension displayed on the view. Instances from previous assessments can be reassessed. When this happens, an additional .1 increment is added to the instance's unique ID (e.g. P-5.1.1).

If objects in an assessment should not have instances created, administrators can flag object types in the selected data definition as references. Reference data in an assessment is considered to be important, secondary data that needs to be included, but not actually assessed. If a relationship between the assessment and a reference object type has been created, the relationship and reference form elements can be used to view, add, or edit data on a reference object. 

Examples of assessment reference data include business units, locations, departments, products, teams, or legislation. Object types are flagged as references in the Workflow tab on the Edit Assessment page. See the Assessments Workflows section for more information on configuring the workflows to toggle instances on or off. 

Because you’re creating an assessment that evaluates your company’s processes and the effectiveness of their controls at each office location, the focus object type of your assessment would be the Process object type. The data definition would then display all the object types related to Process through relationships and references where you would select the Control and Location object types. The Process and Location object types are used to create dimensions on the assessment, but Location is flagged as reference data. Now when a user selects a particular Process object when creating a new assessment, both the Process and Control objects will have new instances created. Meanwhile, because the Location object type was flagged as reference data, it appears on the assessment, but no instances of the Location object are created.

An example of an instance in a view, identifiable by the .1 increment added to the unique ID and the assessment dimensions (in this case, Q1 and Edmonton).