Triggering a case from Data Fabric

Overview

Link a Data Fabric entity to a case project so that every new row created in that entity automatically starts a new case instance. The entity fields become case fields, available across all stages for rules and task execution.

Prerequisites

• Access to Studio Web.
• A Data Fabric entity or Virtual Data Object (VDO) already defined in Data Fabric. This entity contains the fields that represent your case data (for example, policy number, claimant name, or claim amount).
• An existing case project in Studio Web, or permissions to create a new one.
• A target folder in Orchestrator where you can deploy and activate the case plan.

Step 1: creating or opening the case project

Opening Studio Web and creating a new case project

Navigate to Studio Web and select Case Management Project as the project type.

Defining the case name and case key

Provide a case name (for example, HomeClaims) and choose a constant prefix key format (for example, HO-1234). Maestro auto-generates a system key for each case instance. Optionally, configure an external (customer-defined) key to align with an upstream identifier from your CRM, ERP, or other line-of-business system.

Step 2: preparing the Data Fabric entity

Verifying or creating a native entity in Data Fabric

Open Data Fabric and confirm that the entity you want to link exists and contains the fields your case requires. If it does not exist, create a new native business entity with the relevant schema (for example, PropertyClaim with fields such as policyNumber, claimantName, lossDescription, and dateOfLoss).

Using a VDO if the data lives in an external system

If your data already exists in an external system (for example, a CRM or ERP), register it as a Virtual Data Object (VDO) in Data Fabric instead of duplicating the data. The VDO surfaces the external entity inside Data Fabric so you can link it to the case trigger.

Note:

Native case-entity support in Data Fabric is not yet available. For now, link an existing Data Fabric entity or VDO to the case trigger.

Step 3: configuring the case trigger

Opening the trigger configuration

In the case project in Studio Web, locate the Trigger section. A newly imported or created project starts with an empty trigger.

Selecting the Data Fabric entity and the "row created" event

Set up the trigger to use a Data Fabric Entity as the source. Select the entity (or VDO) you prepared in step 2, and choose the Row created event (or the equivalent connector trigger event). This tells Maestro to create a new case instance every time a new row is added to that entity.

Mapping entity fields to case fields

Once you select the entity and event, the entity's fields automatically become case fields. These fields are usable in:

• Stage entry, complete, exit, and re-entry rules (for example, vars.policyNumber != null in an IF clause).
• Task inputs and outputs across all stages.
• Task entry rules for conditional execution (for example, run a task only when Amount >= 1000).

No additional mapping step is required — the trigger payload fields are available throughout the entire case lifecycle.

Step 4: modeling stages and tasks

Adding stages to the case plan

Add the stages your case requires by clicking the + icon on the canvas. For example, a property insurance claims case might include: Intake, Review, Settlement, and Closure.

Adding tasks and reference case fields

Within each stage, add tasks (Human action, RPA, API workflow, AI Agent, or other supported types). Use the Data Fabric entity fields from the trigger as task inputs and write task results back as task outputs to the case entity [Coming Soon].

Step 5: publishing, deploying, and verifying

Validating the case plan

Run validation in Studio Web to confirm that stages, tasks, rules, and trigger configuration are correct.

Publishing and deploying

Select Publish from Studio Web, then deploy and activate the case plan in a target folder.

Creating a row in the Data Fabric entity

Add a new row to the linked Data Fabric entity (or wait for an external system to create a row via VDO). This fires the Row created event.

Confirming the case instance was created

Open Case Instance Management in Maestro to verify that a new case instance appeared with the correct case key and populated case fields from the Data Fabric row.

Expected outcome

After completing these steps, every new row added to the linked Data Fabric entity automatically creates a new case instance in Maestro. The entity fields populate the case fields at creation time and remain available for rules, task inputs, and task outputs throughout the entire case lifecycle.

Use case example

Scenario: A property insurance company stores incoming claims in a Data Fabric entity called PropertyClaim. Each time a new claim row is created — whether by a portal submission, an API call, or an RPA bot — Maestro automatically starts a HomeClaims case instance. The case flows through Intake, Review, Settlement, and Closure stages, with each stage's tasks reading from and writing back to the claim data that originated from the Data Fabric row.

Troubleshooting

Symptom	Possible Cause	Resolution
No case instance created after adding a row	Trigger not configured or case plan not deployed	Verify the trigger references the correct entity and event. Confirm the case plan is published, deployed, and activated in the target folder.
Case fields are empty in the new instance	Entity field names do not match expected case fields	Open the trigger configuration and confirm the entity schema contains the expected fields. Redeploy if the entity schema changed after initial publish.
Trigger fires but case instance is in a faulted state	Entry rule on the first stage fails	Check the first stage's entry rule. Ensure required fields from the Data Fabric entity are populated in the new row.

Limitations

• Native case-entity support in Data Fabric is not yet available. For now, link an existing Data Fabric entity or VDO to the trigger.
• Case user roles and access support is not yet available.
• The trigger responds to the Row created event. Updates to existing rows do not create new case instances through this trigger mechanism.

Next steps

• Model primary and secondary stages — Define entry, complete, exit, and re-entry rules that reference your Data Fabric entity fields.
• Add tasks to stages — Configure Human action, RPA, AI Agent, and API workflow tasks with input/output mappings to case fields.
• Configure SLAs and escalations — Set case-level and stage-level SLAs to track resolution targets.
• Monitor live cases in the Case App — View running case instances, complete human tasks, and track case progress.