Description:

The Get Form Field Values workflow step belongs to the Forms category in FlowWright. Its internal name is getformfieldvalues, and its display name is Get Form Values. The step uses the FlowWright.Workflow.GetFormFieldValues namespace and FlowWright.Workflow.dll. It is defined as a Process step with two input connections and two output connections.

The step retrieves values from a specified form instance according to a configured field-to-Variable/Global mapping. A Form Definition must also be selected so that the step can work with the appropriate form fields.

The step supports:

• Retrieving values from a FlowWright form instance
• Mapping form fields to Variables or Globals
• Selecting the Form Definition associated with the fields
• Optional field-value sanitization before updating Variables/Globals
• Branching through True and False execution paths 

This step can be used for:

• Reading submitted form data
• Moving form data into workflow Variables
• Making workflow decisions based on form values
• Routing workflow instances
• Performing calculations using form values
• Passing form data to external integrations
• Generating documents from form information
• Validating or processing submitted business information
• Preparing form data for subsequent workflow steps

Usage:

The Get Form Values step is typically placed after a workflow has obtained a form instance and needs to make the form's stored values available to the workflow.

The step can retrieve multiple fields through the configured field mappings. The retrieved values can then be used by subsequent workflow operations.

Typical downstream operations include:

• Conditions
• Calculations
• SQL operations
• Notifications
• Document generation
• API calls
• Approval routing
• Data validation
• Other workflow steps

Example:

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

• Create a new Form Definition named “getFormFieldValuesDef” and open it in designer mode. 
• Drag the “bootstrapGrid, Labels, Textboxes, TextArea, Date, and Submit” controls and arrange them as shown below. Then save the Form definition.

• Create a new Process Definition called “getFormFieldValuesDef” and open the definition in designer mode. 

• Drag a “routeForm, getFormFieldValues” step to the canvas.
• Connect the dots between the “Start” step and other steps, as shown above.
• Define the variables and globals to store the Form field values.
• Click the “routeForm” step to configure its “Required” properties. Select the Form Definition from the drop-down list above. On the “Advanced” tab, configure the routing user. Provide a variable or global to store the Form Instance ID. Click Save. Note: Click the "AI Predict" button to have the Copilot add new process steps that match your process description. 

• Click the “getFormFieldValues” step to configure its “Required” properties. Provide a name for the step. Provide a variable or global reference to store the Form Instance ID. Click the button to map Form fields to variables or globals. Select the Form definition from the drop-down list. Click Save. Note: Click the "AI Predict" button for the Copilot to add new process steps that match your process description. 

• Click the button to map Form fields to variables or globals. Click the Add Row (+) button to insert an empty row. Select the Form field value from the list, then enter a variable or global value. Click the Save button. You can add multiple mappings by using the Add Row button. 

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

• Save the process definition, create a new instance, and then execute it. The process instance is sleeping, and the Form task is assigned to the configured user.

• Navigate to the Engage - Tasks page to view the Form Task. 

• Click the Form task to open the Form. Enter the values, then submit the Form. 

• The process instance completes at the “getFormFieldValues” step. Click the step to view its properties. The step retrieves form field values and assigns them to a variable or a global.

Tips:

• Make sure the Form Instance ID points to the intended form instance.
• Select the correct Form Definition.
• Ensure the field mappings correspond to fields in the selected Form Definition.
• Use meaningful Variable/Global names for mapped values.
• Map only the fields required by subsequent workflow processing.
• Use sanitization when the workflow requires field values to be sanitized before they are stored in Variables/Globals.
• Test mappings with representative form instances before deploying the workflow.
• If the form definition changes, review the field mappings.
• Keep form extraction separate from downstream business logic where practical.
• Use the True path for normal processing and the False path for appropriate exception handling.
• When form data is subsequently sent to external systems, validate the values before transmission.
• Avoid assuming that every form field should be mapped; retrieve only the information required by the workflow.

Notes:

• Category: Forms. 
• Internal name: getformfieldvalues. 
• Label: Get Form Field Values. 
• Display name: Get Form Values. 
• Namespace: FlowWright.Workflow.GetFormFieldValues. 
• DLL: FlowWright.Workflow.dll. 
• Step definition type: Process. 
• Input connections: 2. 
• Output connections: 2. 
• Form instance ID: Required. 
• Field mappings: Required. 
• Form Definition: Required. 
• Field-value sanitization: Optional. 
• Returns: True and False.

GetFormFieldValues vs. GetFormSignature:

Both steps operate on FlowWright form instances and are in the Forms category, but they serve different purposes.

GetFormFieldValues extracts form data.

GetFormSignature retrieves signature paths.

The GetFormFieldValues XML requires a form instance, field mappings, and a Form Definition, with optional sanitization.

The GetFormSignature XML instead requires a form instance ID and a signature field ID, and provides Variables/Globals to store the signature's absolute and, optionally, virtual paths.

When to Use GetFormFieldValues

Use GetFormFieldValues when the workflow needs information contained in form fields. It is the appropriate choice when the workflow needs to make decisions or perform processing based on values entered into a form.

When to Use GetFormSignature

Use GetFormSignature when the workflow needs the file path associated with a signature field. The step can also optionally store the signature's virtual path.

Definition Sample:

You may download the sample definition and later import it into the FlowWright Process Definition (XML file) page.

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

• Form instance ID
• Form Definition
• Field mappings
• Destination Variables/Globals
• Sanitization setting
• Workflow connections
• Environment-specific settings

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

Click here to download the Form Definition sample file.

Click here to download the Process Definition sample file.