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Entity Record Creation

Entity Record Creation

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Overview

This section provides instructions for creating a new record within an entity in Hubstream.

Create a New Entity Record

Records can be created within an entity using either of the following methods:

  • Manual Addition
  • Streams (automated data ingestion)
  • Imports

Manual Addition

To create a new entity record manually, follow these steps:

  • Click the hamburger icon in the top-left corner of the screen.
  • Select the desired entity (e.g., Investigation). The entity list page will appear.
  • Click the plus (+) icon in the far-right corner of the header. The New Entity form will appear.
  • Enter the relevant details in the form. Fields marked with an asterisk (*) are mandatory.
  • Click Save and Close button.

Upon successful creation, the details page for the new record will be displayed. Additionally, the new record will be listed in the right pane of the entity list page. The record counts and active records will be updated in the dashboard accordingly.

When an entity record is selected, a context actions menu appears on the far-right side of the screen with the following.

  • Edit – Modify the selected record.
  • Add Note – Add information as notes in the record.
  • Delete – Remove the record from the list.
  • Download – Export the selected records.
  • Merge – Combine two related records into a single record.
  • Assign – Reassign the record to another user.
  • Refer – Refer the record to an organization. You can also add a note about the record for the organization.

Example

In this example, we demonstrate how to create a record in an Investigation entity.

Scenario: Manually create a new record in an Investigation entity using the Add Investigation form.

Prerequisites: Ensure that you have one of the following roles assigned in the Hubstream instance:

  • User
  • Manager
  • Administrator

Steps:

  • Click the Hamburger icon in the top-left corner of the screen.
  • Click the Investigation entity. The Investigation entity list page will appear.
  • Click the plus (+) icon in the far-right corner of the header. The New Investigation form will appear.
  • Enter the Name of the investigation.
  • Choose the Incident Type from the dropdown list.
  • Select the Status (options include Open, Pending, Closed, Referred, and Importing).
  • Enter the Date Received and other relevant details if available. Fields marked with an asterisk (*) are mandatory.
  • Click Save and Close button.

Expected Outcomes: After completing the steps above:

  • The details page for the newly created Investigation record will be displayed.
  • The record will be listed in the right pane of the Investigation list page.

Streams

There are two types of streams used to ingest data into Hubstream to create records:

  • Inbound Email
  • Folder Upload

Inbound Email

Inbound Email ingestion is used to create or modify primary entities such as (Investigation, Case, or Matter).

Prerequisites:

  • Ensure that an Inbound Email stream has been created in the Admin section. Only Admin users can create a stream. This stream should be configured with predefined fields like To Email ID, Subject Match, Entity Name, and Stream Action Type.
  • The email subject must match the value specified in the Subject Match field.
  • For more information, refer to the Streams section in the Admin guide.

To add new investigations via email integration, follow these steps:

  • Send the details via email to the Hubstream system.
  • Upon receiving the email, Hubstream automatically creates a new record in the appropriate entity using the email content.
  • Any email attachments will be added to the Attachments section of the entity record.
  • The email content will also be added as a note within the respective entity record.

Example:

In this example, we demonstrate how to create a record in an Investigation entity.

Scenario: Create a new investigation record by sending an email to the Hubstream system.

Prerequisites:

  • Ensure you have User, Manager, or Admin role access to the instance to ingest data via streams.
  • Ensure that an admin has created an Inbound Email stream.
  • The email subject must match the value specified in the Subject Match field.

Steps:

  • Send the Investigation details via email to the Hubstream system.
  • Hubstream will automatically create a new investigation record using the data from the email.

Expected Outcomes: After completing the steps above:

  • The newly created investigation record is displayed in the right pane of the Investigation list page.
  • Email attachments are added to the Attachments section of the investigation record.
  • The email content is added as a note within the investigation record.

Folder Upload

Folder Upload Ingestion can be used to create or modify entity records in the Hubstream system. This feature enables users to import multiple files from a single folder.

Prerequisites:

  • Ensure you have User, Manager, or Admin role access to the instance. Only Admin users can create a stream.
  • Ensure you can access the Folder Upload feature under the gear icon.
  • If Folder Upload is not visible, contact your admin to create a Folder Upload stream.

Steps:

To create new investigation records via folder upload, follow these steps:

  • Log in to the Hubstream instance.
  • Click the gear icon in the top-right corner of the screen.
  • Select the appropriate Folder Upload stream (e.g., “Folder Upload – Inv”).
  • Click the Select Folder icon and choose the folder containing the files to upload.
  • Click Upload. Upon successful upload, a success message will appear.

After completing these steps, new records are created from the contents of the folder and are listed in the relevant entity list page. (e.g., Investigations List Page).

Example:

In this example, we demonstrate how to create a new investigation record by ingesting data into Hubstream via a Folder Upload stream.

Scenario: Create a new investigation record by ingesting data using the Folder Upload Stream method. Let’s consider that the Admin has created a Folder Upload stream named “Folder Upload – Inv” for the Investigation entity.

Prerequisites:

  • Ensure you have User, Manager, or Admin role access to the instance.
  • Ensure you can access the Folder Upload feature under the gear icon.

Steps:

  • Log in to the Hubstream instance.
  • Click the gear icon in the top-right corner of the screen.
  • Select the Folder Upload – Inv stream.
  • Click the Select Folder icon and choose the folder to upload.
  • Click Upload. A success message will appear upon successful upload.

Expected Outcomes: After completing the steps above:

  • New records are created and listed in the Investigations list page.

Import

There are two types of imports used to upload data into Hubstream for creating investigation records:

  • Import XML
  • Import Spreadsheet

To import XML/Spreadsheet into the system, follow these steps:

  • Log into the Hubstream instance.
  • Click the gear icon in top-right corner of the screen.
  • Click Import XML or Import Spreadsheet as required.
  • Choose the desired XML/spreadsheet file from your local disk.
  • Click Upload.
  • Wait until the import status shows Complete. A success message will appear.

After completing these steps, the records will be created in the Investigation entity using the data from the XML/spreadsheet. Refer to the Import section for more information.

Need Help?For assistance, please visit our support center.

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