Description:

This step retrieves the Form Definition ID for a specified Form Instance.

The Get Form Definition ID workflow step accepts a Form Instance ID, identifies the corresponding Form Definition for that instance, retrieves its unique identifier, and stores the value in a FlowWright Variable or a Global Variable.

The retrieved Form Definition ID can be used by downstream workflow steps for reporting, auditing, REST API integrations, document generation, form administration, metadata processing, and workflow automation.

This step provides an efficient way to obtain form metadata without requiring database queries or custom programming.

The step supports:

• Retrieving Form Definition IDs
• Looking up Form Definitions from Form Instances
• Storing the ID in Variables or Global Variables
• Form metadata retrieval
• Integration with FlowWright workflow automation
• Workflow reporting and administration

This step can be used for:

• Form administration
• Workflow reporting
• REST API integrations
• Audit logging
• Metadata processing
• Dynamic workflow routing
• Business process automation

Usage:

The Get Form Definition ID step is typically placed after a form has been created, submitted, or retrieved, when subsequent workflow activities require access to the underlying Form Definition.

The workflow uses the supplied Form Instance ID to locate the associated Form Definition, retrieves its unique identifier, stores the value in the configured Variable or Global Variable, and makes it available for downstream workflow processing.

A typical workflow might look like this:

Once the Form Definition ID has been retrieved, later workflow steps can:

• Call FlowWright REST APIs
• Retrieve additional form metadata
• Generate audit reports
• Associate external records with the correct form
• Log workflow activity
• Execute conditional workflow logic
• Continue workflow execution

The specified Form Instance must already exist before this step is executed.

Example:

Let’s build and execute the “clsFormDefIDDef” example.          

• Create a new process definition named “clsFormDefIDDef” and open it in designer mode. 
• Drag an “instantiateForm, clsFormDefID” step to the canvas.
• Connect the dots between the “Start” step and the other steps, as shown above.
• Define a variable or a global to store the result.
• Click the "instantiateForm" step to configure its "Required" properties. Provide a name for the step. Select a Form definition from the drop-down list. Provide a variable or global reference to store the form instance GUID. Click the Save button. Note: Click the "AI Predict" button to have the Copilot add new process steps that match your process description. 

• Click the "clsFormDefID" step to configure its "Required" properties. Provide a name for the step. Provide the variable or global reference to store the form definition GUID. Provide the variable or global reference that holds the Form instance GUID. Click the Save button. Note: Click the "AI Predict" button for the Copilot to add new process steps that match your process description. 

• The “Logging” configuration is necessary for documentation and also measures workflow progress and percent complete. This is achieved by configuring the step state and percent fields individually, as shown below. Configure the “Logging” using the following properties.

• Save the Process Definition. Create a new Process Instance and execute it. When the workflow reaches the Get Form Definition ID step, FlowWright locates the specified Form Instance, retrieves the associated Form Definition ID, and stores it in the configured Variable or Global Variable. If the operation completes successfully, the workflow follows the True return path. If the Form Instance ID is invalid, the specified form instance cannot be found, or an internal processing error occurs, the workflow follows the False return path. Click the process step to view its properties. The step should successfully populate the configured Variable or Global Variable with the Form Definition ID and return True upon completion.

• You must navigate to the Form Definition page and search for the definition by name. Use the column selector to display the DefinitionID column in the table. You notice that the definitionID matches the variable or global holding the GUID value from the Process Instance.   

Tips:

• Ensure the Form Instance ID is valid before executing this step.
• Store the retrieved Form Definition ID in a Global Variable when multiple workflow steps require access to it.
• Use the Form Definition ID when invoking FlowWright REST APIs that operate on form definitions.
• Include the Form Definition ID in audit records and reports for easier traceability.
• Combine this step with form metadata and reporting workflows to simplify administration.
• Use workflow variables to pass the Form Definition ID to external systems.
• Use the True and False return paths to implement appropriate success and exception handling.
• Combine this step with Get Form Instance Data, Get Process Definition ID, REST Call, Update Variables, Send Email, or Conditional Routing workflow steps to automate form management workflows.

Notes:

• The specified Form Instance ID must reference an existing FlowWright Form Instance.
• Each Form Instance is associated with a single Form Definition.
• The retrieved Form Definition ID is stored in the configured Variable or Global Variable.
• Invalid Form Instance IDs, missing forms, or internal processing errors may cause the step to return False.
• This step retrieves form metadata only and does not modify the Form Instance or Form Definition.
• The workflow should include appropriate handling for both True and False return paths.
• The Form Definition ID is particularly useful for reporting, auditing, workflow administration, REST API integrations, and enterprise process automation.

Definition Sample:

You may download the sample definition(s) from the link provided and later import them (drag-and-drop) into your FlowWright Process Definition page.

Note: Verify and complete any missing configuration after importing the sample, including:

• Form Instance ID
• Variable or Global Variable mapping
• Workflow variable definitions
• REST API integration settings
• Logging configuration
• Environment-specific settings

After verifying the configuration, save the Process Definition before execution.

Click here to download the sample file.