Description:

The Set Form Field Values workflow step updates one or more fields in an existing FlowWright form instance.

The step uses a Variable, Global, or FormVariable containing the form instance ID, the selected Form Definition, and a mapping of values to the form fields to be updated.

The step supports:

• Setting values in FlowWright form fields.
• Updating an existing form instance from within a workflow.
• Mapping workflow values to form fields.
• Using a Variable, Global, or FormVariable to identify the form instance.
• Selecting the Form Definition associated with the fields being updated.
• Updating form data as part of workflow processing.
• Returning a True or False result.

This step can be used for:

• Populating form fields from workflow data.
• Updating forms after an approval or review.
• Copying calculated workflow values into forms.
• Synchronizing workflow data with form data.
• Pre-populating fields for subsequent users.
• Updating form fields after external-system processing.
• Maintaining form information throughout a workflow.
• Automating form updates without requiring manual data entry.

Usage:

The Set Form Field Values step is typically placed after workflow data has been collected, calculated, approved, or retrieved from another system.

The workflow identifies the form instance and Form Definition, then maps workflow values to the fields that should be updated.

For example:

Collect Data → Calculate Values → Set Form Field Values → Continue

The step is particularly useful when the form is already associated with a workflow instance and needs to be updated automatically as the workflow progresses.

Typical downstream uses include:

• Displaying calculated values on a form.
• Updating fields after an approval.
• Populating fields before a user reviews a form.
• Recording external-system results in a form.
• Preparing a form for a subsequent task.
• Keeping form data synchronized with workflow Variables or Globals.
• Updating several form fields in a single workflow operation.

Typical Workflow Suggestions:

Populate a Form from Workflow Data

Use the step to transfer values collected elsewhere in the workflow into an existing form.

Example:

Get Customer Data → Set Form Field Values → Review Form

For example, customer information retrieved from another system can be mapped to corresponding form fields.

Update a Form After Approval

Update the form after an approval task has completed.

Example:

Approval Task → Set Form Field Values → Complete

A workflow could update an ApprovalStatus field with the result of the approval.

Populate Calculated Values

Use workflow calculations to populate fields on a form.

Example:

Calculate Total → Set Form Field Values → Display Form

For example:

Calculate Total → Set Form Field Values

could write the calculated amount into a form field.

Record External-System Results

Update a form after retrieving information from an external application.

Example:

Send Request → Receive Response → Set Form Field Values → Continue

This allows the workflow to record the returned information directly on the form.

Prepare a Form for User Review

Populate or update fields before a subsequent user task.

Example:

Process Data → Set Form Field Values → User Task

The next user can then review the automatically populated information rather than entering it manually.

Synchronize Workflow and Form Data

Use the step when workflow Variables or Globals contain values that should also appear in the form.

Example:

Update Workflow Data → Set Form Field Values → Continue

The Mapping of values to fields property provides the mechanism for associating those values with form fields.

Update Multiple Form Fields

Configure multiple mappings when several form fields need to be updated.

Example:

Retrieve Customer Data → Set Form Field Values → Continue

A single mapping configuration can be used to associate workflow values with the relevant form fields.

The XML identifies the mapping property as a dedicated setFormFieldMappings data type.

Populate Fields from Calculated Workflow Results

Use the step after calculations or business rules.

Example:

Evaluate Request → Calculate Risk → Set Form Field Values → Approval

The calculated result can be written into the form for the approver to review.

Update Forms After Document Processing

Use the step to record the outcome of document-processing activities.

Example:

Process Document → Determine Result → Set Form Field Values → Complete

For example, a workflow could update a form field with a processing status or extracted value.

Update Form Data Before Routing

Populate form fields before routing the process to another user or workflow path.

Example:

Determine Assignment → Set Form Field Values → Route Task

This can ensure that the receiving user has the latest workflow-generated information available in the form.

Success and Failure Handling

Use the two return paths to separate successful form updates from unsuccessful executions.

Example:

Set Form Field Values → True → Continue Processing

↳ False → Log Failure / Retry / Notify Administrator

The step explicitly provides True and False return values.

Example:

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

• Create a new Form Definition named “setFormFieldValuesDef.” The design layout is shown below.

• Create a new process definition named “setFormFieldValuesDef” and open it in designer mode.
• Drag the “instantiateForm, setFormfieldvalues, and routeForm” steps to the canvas. 
• Connect the dots between the “Start” and the other steps, as shown above.
• Select the line between the steps to configure the “Connection Properties”. The default property values are “None, True, False, Error, and Evaluate”. Depending on the step’s purpose, additional configuration options are available.
• 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 a global reference to store the Form Instance ID. 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 “setFormFieldValues” step to configure its “Required” properties. Enter the variable or global reference that contains the Form Instance ID. Select the Form Definition from the drop-down list. Then 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 button to map Form fields to values. Click the Add Row (+) button to insert an empty row. Select a Form field from the drop-down list. Enter the field value in the text box. Click the Save button. You may initialize multiple Form fields by adding more rows. 

• Click the “routeForm” step to configure its “Required” properties. Enter the step name and description. Select the Form Definition from the drop-down list. Enter the variable or global reference that holds the Form Instance ID. Click the Save button. On the Advanced tab, configure the “RouteTo” field. Click the Save button. Note: Click the "AI Predict" button for the Copilot to add new process steps that match your process description. 

• Save the process definition, create a new instance, and execute it. Render the process instance. When the workflow reaches the Set Form Field Values step, FlowWright uses the supplied form instance ID, selected Form Definition, and field mappings to update the form fields. The step then follows the True or False return path according to the execution result.

• Navigate to the Tasks page. Select the Form task to render on the new page. 

• The Form is rendered with values initialized by the “setFormFieldValues” step during process execution, as shown below. 

Tips:

• Make sure the target form instance ID is available before the step executes.
• Select the correct Form Definition for the form being updated.
• Verify that the field mappings correspond to fields in the selected Form Definition.
• Use meaningful workflow Variable and Global names for values being mapped to form fields.
• Test each field mapping with representative data.
• Confirm that the form instance identified by the configured Variable, Global, or FormVariable is the intended instance.
• Use the mapping configuration to keep related form-field updates together.
• Update forms after the workflow has calculated or retrieved the values that need to be displayed.
• Test the workflow with empty and populated source values where applicable.
• Test both the True and False paths.
• Use the False path for appropriate logging, notification, or recovery processing.
• Keep the selected Form Definition synchronized with the form instance being updated.
• Review field mappings whenever the Form Definition changes.
• Avoid relying on field names that have been changed or removed from the selected Form Definition.
• When several workflow activities contribute values to a form, perform the updates in a deliberate sequence.
• Use this step to automate repetitive form updates rather than requiring users to enter workflow-generated information manually.
• Test the complete workflow from form creation through field update and subsequent user interaction.
• Verify the resulting form data after the workflow executes.
• Where field values are calculated dynamically, test representative boundary and exceptional values.
• Verify environment-specific Form Definitions and Variables after importing a Process Definition.
• Do not assume behavior for invalid form instance IDs, missing fields, incompatible values, or invalid mappings unless it has been verified in the target FlowWright environment.

Notes:

• The Set Form Field Values step is defined in the Forms category with the internal name setformfieldvalues, label “Set Form Field Values”, and display name “Set Form Field Values.”
• The step is implemented by FlowWright.Workflow.SetFormFieldValues in FlowWright.Workflow.dll and is a Process step with 2 incoming connections and 2 outgoing connections.
• The XML defines three configurable properties, all of which are required.
• The three properties are:
  • formInstanceID – Variable/Global/FormVariable that holds the form instance ID
  • fieldMappings – Mapping of values to fields
  • formID – Select Form Definition 
• The form instance property uses the selectFormVariable data type, the field mapping property uses setFormFieldMappings, and the Form Definition property uses selectFormDefintions.
• The corresponding FlowWright data types are:
  • FlowWright.DataTypes.SelectFormVariable
  • FlowWright.DataTypes.ClsSetFormFieldMappings
  • FlowWright.DataTypes.SelectFormDefintions

Definition Sample:

ou may download the sample definition(s) from the link provided and later import them into your FlowWright Process Definition (XML file) or Form Definition (HTML file) page.

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

• Form instance Variable, Global, or FormVariable.
• Form Definition selection.
• Field mappings.
• Source Variable or Global values.
• Environment-specific Form Definitions.
• Downstream True and False workflow paths.

Verify that the selected Form Definition corresponds to the intended form instance and that all configured field mappings are valid.

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

Click here to download the sample Process file.

Click here to download the sample Form file.