Data

Process data list screen

Columns	Remarks
Display 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 on the user module 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).

Fields	Remarks
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
Default value	Default value of the data For text type data: Click the pencil icon to open the Edit text inline editor. For file type data: Click the pencil icon to open the Create file or Edit file inline editor. You can specify a file name (otherwise the file will be saved with the data name by default) and the file will be saved with the extension that matches its type. If you enter an extension that doesn’t match the file type, it will be appended with the correct extension. Alternately, click Browse or Choose file (depending on your browser) to choose a file. (If you choose a file in a format not supported by the editor, you will not be able to edit it and so the pencil icon will not appear.) To delete the file, click the x icon. In both editors, press Ctrl+Space to display a drop-down list from which you can choose and insert process data and WorkflowGen macros.
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
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.
Visibility	Allow the definition of 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, do not define EFORM appplications'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.