Data

Process data list screen

Columns

Remarks

Order

The arrows allow the data display order to be modified (this can also be done by drag-and-drop)

This affects the position of the data in the User Portal as well.

Name

Data name; a link displays the data form in edit mode

To add new data, click New data to open a blank data form.

Description

Data description

Data type

Type of data

Direction *

Direction of the sub-process parameter

* Only displayed if the process was defined as a sub-process.

Editing data

The options available in the Edit data panel vary depending on the data file type (File, Text, Numeric, or Date/Time).

Sections / Fields

Remarks

General

Name

Unique identifier for the data; must respect nomenclature and be limited to 30 characters (required field)

✏️ Note: Data names should respect the following XML naming rules:

  • They should begin with a letter or an underscore

  • They should contain only letters, digits, hyphens, underscores, and periods

  • They should not contain spaces

  • They should not begin with the letters XML in any case (e.g. xml or Xml)

For more information, see https://www.w3schools.com/xml/xml_elements.asp.

Browse

Lists the IDs of all the form fields created with the built-in form designer and enables it to manually select the fields with their IDs to declare as process data

✏️ Note: This button appears on the Add data form.

Description

Data description limited to 255 characters (required field)

Data type

Type of data (required field):

  • Text

    • Includes automatic detection of URLs (http://) and email addresses and displays them as links rather than plain text

  • Numeric

  • Date/Time

  • File

Value

Default value

Default value of the data

In both editors, press Ctrl+Space to display a drop-down list from which you can choose and insert process data and WorkflowGen macros.

Formatting

Format

Only applicable to Numeric and Date/Time type data. Upon saving the data, the Format drop-down will be populated with the following formats:

Numeric formats:

  • Custom (user-defined)

  • Currency ({0:C})

  • Decimal ({0:D})

  • Scientific ({0:E})

  • Fixed-point ({0:F})

  • General ({0:G})

  • Number ({0:N})

  • Percent ({0:P})

  • Round-trip (float) ({0:R})

  • Hexadecimal ({0:X})

Date/Time formats:

  • Custom (user-defined)

  • Short date

  • Long date

  • Full date/time (short time)

  • Full date/time (long time)

  • General date/time (short time)

  • General date/time (long time)

  • Month day

  • Round-trip date/time

  • RFC 1123 date/time

  • Sortable date/time (ISO 8601)

  • Short time

  • Long time

  • Universal sortable date/time

  • Universal full date/time

  • Year month

Custom

Displays associated format; allows custom formats to be specified if Custom formatting is specified above.

Precision

Number of decimal places displayed (for applicable formats)

Culture

Force data to display using the selected culture (language format); the default value is the current user’s culture.

Time zone

Applicable only to Date/Time type data. Specifying a specific time zone will force data to display using the selected time zone. The default value is the current user’s time zone.

New file [1]

File to update/add

Choose file

Displays a file browser in a pop-up window

Sub-process parameter [2]

Direction of the data when used as parameter by a parent process

Authorizations

Security

Defines participants who have access to the data; a link allows data access to be restricted to certain participants or processes.

✏️ Note: You can only select from Participants with Requester or Actor roles.

Options

Visibility

Defines visibility options

✏️ Note: Data visibility is still updatable on active or archived processes.

Option 1: Show the data into the follow-up forms (checked by default)

The selected data will be visible in the following places:

  • Request and Action follow-up forms

  • Default notification messages (e-mails)

  • Action data pop-up window

  • Search criteria list

✏️ Note: Unchecking this option disables and unchecks the three other options.

Option 2: Search criteria by default (unchecked by default)

The selected data will appear in every search screen as selected criteria without search parameters.

✏️ Note: You can only filter by the data defined in the active process version or the latest process version if none are active.

Option 3: Display in column in the lists (unchecked by default)

The selected data will appear in every action or request list in a column when a single process is selected (single-process mode).

Option 4: Display in column in home page (unchecked by default)

The selected data will appear in the home page in a column when a single process is selected (single-process mode).

Column size (in pixels)

Define the data column size in the lists and home page; enabled when visibility option 3 or visibility option 4 is checked

Read-only

Define data as read-only This saves disk space when used on file process data by associating a single copy of the file per process for all closed actions and closed requests. ✏️ Note: An action’s OUT and INOUT parameters using data declared as read-only will not be updated. ⚠️ Caution: In general, don't define EFORM applications'FORM_DATA elements (which contain the data of a form) as read-only.

  1. Only displayed if the process data is a file.

  2. Only displayed if the process was defined as a sub-process.

Changing the data type

The type of data can only be changed if the data are not used:

  • By the parameters of the actions of the process

  • In the dynamic assignment of an action of the process

  • In the transition or notification conditions

  • If the data is not a parameter of a sub-process that is in use

Deleting data

Data cannot be deleted if they are involved in the workflow of the process (as a parameter or in the transition conditions). Data cannot be deleted if they are set as a sub-process parameter and used by a parent process.

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