Description:

The Create Form Instance workflow step creates a new Form Instance using an existing Form Instance as the source. The step accepts a source Form Instance ID, stores the newly created Form Instance ID in a Variable, Global, or Form Variable, and optionally allows a name to be specified for the new Form Instance.

The step supports:

• Selecting the source Form Instance ID from a Variable, Global, or Form Variable.
• Creating a new Form Instance from the specified source Form Instance.
• Storing the new Form Instance ID in a Variable, Global, or Form Variable.
• Optionally specifying a name for the new Form Instance.
• Reusing the newly created Form Instance ID in subsequent workflow activities.
• Returning a True or False result for subsequent workflow processing.

Usage:

The Create Form Instance step is typically placed after a workflow has identified an existing Form Instance that should be used as the source for creating another Form Instance.

The source Form Instance ID can come from:

• A workflow Variable.
• A Global variable.
• A Form Variable.
• Another workflow activity that produces a Form Instance ID.
• Previously stored process information.

A typical workflow pattern is:

Get Source Form Instance → Create Form Instance → Use New Form Instance

The new Form Instance ID is stored in the configured Variable, Global, or Form Variable. Subsequent workflow activities can then use that ID to work with the newly created Form Instance.

You can use the optional Form Instance name when the new Form Instance needs a specific name.

Typical Workflow Suggestions:

Create a New Form Instance from an Existing Form

Use this step when an existing Form Instance should serve as the source for creating another Form Instance.

Example:

Get Source Form Instance → Create Form Instance → Continue Process

Configure:

• Source Form Instance ID
• Destination Variable/Global/Form Variable for the new ID
• Optional Form Instance name

This provides a straightforward pattern for creating a new Form Instance based on an existing one.

Create a Form Instance During a Workflow

Use the step as part of a workflow that needs to create a new Form Instance after another process activity has completed.

Example:

Process Request → Create Form Instance → Process New Form

The source Form Instance ID can be obtained from an earlier workflow activity and supplied to the Create Form Instance step.

Store the New Form Instance ID

Configure the Variable/Global/FormVariable to hold the new form instance ID property when subsequent activities need to reference the newly created Form Instance.

Example:

Create Form Instance → Store New Form Instance ID → Update Form

For example, the destination could be configured to store the resulting ID in:

variable.newFormInstanceID

You can then supply the newly stored ID to later workflow activities.

Use a Form Variable as the Source

The source Form Instance ID can be selected from a Form Variable.

Example:

Form Submission → Create Form Instance → Continue Process

Configure the source property to use the appropriate Form Variable containing the source Form Instance ID.

This can be useful when the Form Instance information is already associated with the current form processing context.

Use a Global Variable as the Source

Use a Global variable when the source Form Instance ID has been stored as a Global and needs to be supplied to the step.

Example:

Retrieve Configuration → Create Form Instance → Continue Process

The source Form Instance ID is obtained from the configured Global variable.

Create a Named Form Instance

Use the optional Name of the Form Instance property when the new Form Instance should have a meaningful name.

Example:

Get Source Form → Create Form Instance → Continue

Name:

Customer Renewal Form

The name can also be populated using a workflow value when supported by the workflow configuration.

Create Form Instances for Different Process Cases

Use workflow Variables to dynamically identify the source Form Instance and destination for the new Form Instance.

Example:

Determine Request Type → Get Source Form → Create Form Instance → Process New Form

Different workflow paths can identify the appropriate source Form Instance before the Create Form Instance step executes.

Create a Form Instance After an Approval

Use the step after an approval activity when a new Form Instance should be created only after the request has been approved.

Example:

Submit Request → Approval → Create Form Instance → Continue Process

You can supply the approved request's Form Instance ID as the source.

You can then store the new Form Instance ID for subsequent processing.

Create a Form Instance for Follow-Up Processing

Use this step when the workflow needs another Form Instance for a subsequent stage of processing.

Example:

Original Form → Create Form Instance → Follow-Up Processing

Store the newly created Form Instance ID in a Variable, Global, or Form Variable, then pass it to later workflow activities.

Branch Based on the Creation Result

Use the True and False return paths to control the workflow after the Create Form Instance operation.

Example:

Create Form Instance

→ True → Continue Processing

→ False → Handle Creation Failure

The True path can continue normal workflow processing, while the False path can be connected to an appropriate alternate or error-handling activity.

Create a New Form Instance and Use Its ID in Subsequent Activities

The newly generated Form Instance ID can act as a reference for downstream processing.

Example:

Source Form → Create Form Instance → Store ID → Process New Form

This is useful when several subsequent activities need to work with the newly created Form Instance.

Example:

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

• Create a new process definition named “createFormInstDef” and open it in designer mode.
• Drag the “RouteForm Steps, createFormInst” 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, you can configure additional values.
• Define a variable or a global to hold the new Form Instance ID.
• Click the "RouteForm" step to configure its "Required" properties. Select the Form definition from the drop-down list. Provide a variable to store the Form Instance ID. Configure the user who will route the Form. 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 “createFormInst” step to configure its “Required” properties. Provide variable or global references to store the source and new Form Instance IDs. 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 Save button. 

• Click the “createFormInst” step to configure its “Optional” properties. Provide the Form Instance name (optional). Then click the Save button. 

• Click the second “RouteForm” step to configure its “Required” properties. Select the exact Form definition from the drop-down list. Provide the variable reference for the new Form Instance ID. Configure the user to route the Form. Click the Save button. Note: Click the "AI Predict" button to have the Copilot add new process steps that match your process description. 

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

• Create a new process instance and execute it. Render the process instance and select the Create Form Instance step to view its properties and execution information. When the workflow reaches the step, FlowWright uses the configured source Form Instance ID and creates the new Form Instance. The ID of the new Form Instance is stored in the configured destination Variable, Global, or Form Variable. The workflow can then continue through the True path or use the False path for alternate processing. The source and destination Form Instance properties are both required in the XML definition. Navigate to the Form—Instances page to view both Form Instances.

Tips:

• Always configure a valid source Form Instance ID.
• Verify that the source Variable, Global, or Form Variable contains the expected Form Instance ID before the step executes.
• Always configure the destination Variable, Global, or Form Variable when the newly created Form Instance ID is required by later activities.
• Use a meaningful Variable or Global name for the new Form Instance ID.
• Provide a meaningful Form Instance name when users need to distinguish the newly created Form Instance.
• Use workflow Variables when the source Form Instance changes based on the current process instance.
• Use Form Variables when the source Form Instance ID is already available through form processing.
• Use Global variables when the source or destination information is intended to be maintained globally.
• Verify the source and destination selections before deploying the workflow.
• Test the workflow with representative Form Instance IDs.
• Test the False path and determine how the workflow should respond when Form Instance creation does not succeed.
• Verify the newly stored Form Instance ID before passing it to subsequent workflow activities.
• Avoid overwriting important Variables or Globals unintentionally when selecting the destination for the new Form Instance ID.
• Use descriptive Form Instance names when the optional name property is configured.
• Test the workflow after changing the source Form Instance.
• Test workflows where the source Form Instance ID is missing or invalid.
• Consider connecting the False return path to an appropriate error-handling or notification activity.
• Keep the source and destination Variable/Form Variable configuration clear and maintainable.
• If multiple Form Instances are created in a loop, make sure each iteration uses the correct source and destination values.
• Do not assume additional Form Instance properties or field mappings are exposed directly by this step unless confirmed by the FlowWright implementation.
• Do not assume the optional Form Instance name is automatically generated when it is left blank unless that behavior has been confirmed.

Definition Sample:

You may download the sample definition(s) from the link provided and later import them (drag-and-drop) into You may provide a sample CreateFormInstDef process definition for users to download and later import into their FlowWright Process Definition.

After importing the sample, verify and complete any missing configuration, including:

• Source Form Instance ID.
• Variable, Global, or Form Variable containing the source Form Instance ID.
• Variable, Global, or Form Variable used to store the new Form Instance ID.
• Optional Form Instance name.
• Workflow Variable references.
• Environment-specific Form configuration.
• Downstream True and False workflow paths.

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

Click here to download the sample file.