Description:

Use this feature to retrieve the FlowWright process user ID associated with a specified user name and store the ID in a Variable or Global variable.

The Get Workflow User ID workflow step retrieves a process user ID by using a user's user name. The resulting user ID is stored in a specified FlowWright Variable or Global variable for use by subsequent workflow activities.

The step supports:

• Providing a user name as the lookup value.
• Retrieving the corresponding process user ID.
• Storing the user ID in a Variable or Global variable.
• Reusing the retrieved user ID in subsequent workflow steps.
• Using a dynamically supplied user name.
• Returning a True or False result for subsequent workflow processing.

Usage:

The Get Workflow User ID step typically sits after a workflow determines a user name and before another activity needs the corresponding process user ID.

The step uses the supplied user name to retrieve the process user ID and stores the result in the specified Variable or Global variable.

A typical workflow pattern is:

Determine User Name → Get Workflow User ID → Use User ID

The resulting user ID can then be used by later workflow steps to:

• Populate Variables.
• Identify a process user.
• Prepare user-related workflow data.
• Pass a user ID to another workflow activity.
• Build user-specific processing logic.
• Support user-related workflow operations.
• Continue processing using the retrieved identifier.

This follows the same intermediate-processing pattern used in the Search Replace String documentation, where the workflow step prepares information, processes it, and then passes it to subsequent activities.

Typical Workflow Suggestions:

Retrieve a User ID from a User Name

Use the step when a workflow has a user name but a subsequent activity requires the corresponding process user ID.

Example:

Get User Name → Get Workflow User ID → Continue Processing

The retrieved ID is stored in the configured Variable or Global variable.

Prepare a User ID for a Downstream Step

Use the step as an intermediate activity before a workflow step that requires a user identifier.

Example:

Determine User → Get Workflow User ID → User-Related Activity

This keeps the conversion from user name to process user ID separate from the downstream business logic.

Use a Form Value to Identify a User

Use a user name collected through a form as the input to the step.

Example:

Form Submission → Read User Name → Get Workflow User ID → Process Request

You can supply the user name dynamically to the User Name for the user property.

Retrieve a User ID from Workflow Data

Use workflow Variables or other workflow-generated information to determine the user name.

Example:

Retrieve User Information → Build User Name → Get Workflow User ID

This is useful when the user name is not known until earlier workflow activities have completed.

Prepare User Information for Subsequent Processing

Retrieve the user ID once and store it for use by multiple downstream activities.

Example:

Get Workflow User ID
          |
          v
   User ID Variable
       /    |    \
      v     v     v
 Activity Activity Activity

Use the User ID in a User-Management Workflow

Use the step when a workflow starts with a user name but subsequent processing needs a process user ID.

Example:

Identify User → Get Workflow User ID → User Management Activity

This pattern is useful when integrating user identification into a larger workflow.

Process a User Selected During a Request

Use a user name associated with a request to retrieve the corresponding user ID.

Example:

Process Request → Determine User → Get Workflow User ID → Continue Request Processing

You can retain the retrieved identifier in a Variable for later activities.

Build User-Specific Workflow Processing

Use the step to resolve a user name before continuing with user-specific processing.

Example:

Determine Responsible User → Get Workflow User ID → Process User-Specific Logic

This clearly separates determining the user from subsequent processing.

Handle User Lookup Results

Use the True and False paths to separate successful user-ID retrieval from alternative processing.

Example:

              +---- True ----> Continue
              |
Get Workflow User ID
              |
              +---- False ---> Handle Issue

Verify the precise circumstances for each result during workflow testing.

Store the User ID for Reuse

Store the result in a meaningful Variable or Global variable when the user ID is required by several subsequent workflow activities.

Example:

Get Workflow User ID → Store User ID → Multiple Subsequent Steps

This avoids resolving the user name repeatedly when the same identifier is needed later in the workflow.

Use a Standard User Resolution Pattern

For workflows that repeatedly need to translate a user name into a process user ID, use a consistent pattern.

Example:

User Name → Get Workflow User ID → User ID → Downstream Processing

Consistent Variable naming and user-resolution logic can make larger workflows easier to maintain.

Example:

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

• Create a new process definition named “getWorkflowUserIDDef” and open it in designer mode. 
• Drag a “getWorkflowUserID” step to the canvas. 
• Connect the dots between the “Start” step and “getWorkflowUserID” 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 user ID. 
• Click the “GetWorkflowUserID” step to configure its “Settings” properties. Provide a name for the step. Enter the user name to fetch. Specify a variable or global reference to store the user ID. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Retrieve the (external) user name below from the Administration - User Management page. 

• 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 in the images below. Configure the “Logging” using the following properties. 

• Save the process definition, create a new instance, and execute it. Render the process instance and click the process step to view its properties. When the workflow reaches the Get Workflow User ID step, FlowWright uses the supplied username to perform the user-ID retrieval operation. The resulting user ID is stored in the specified Variable or Global variable. Verify the stored user ID and confirm that the workflow follows the expected True or False path. 

• Click the process step to view its properties. The step has retrieved the workflow user ID (GUID). 

Tips:

• Make sure the user name is populated before the step executes.
• Verify that the user name supplied to the step is the expected FlowWright user name.
• Use a meaningful Variable or Global name for the retrieved user ID.
• When the user name is obtained dynamically, verify the source value before executing the step.
• Test the workflow with representative user names.
• Verify the resulting user ID before passing it to downstream activities.
• Keep user-resolution logic separate from downstream business logic when possible.
• Consider storing the retrieved user ID when multiple subsequent workflow activities use it.
• Use the False path for appropriate error handling or alternative processing.
• Test both the True and False paths.
• Test the workflow with an invalid or unresolved user name to understand the behavior in your environment.
• Do not assume that the display name, login name, email address, and process user name are interchangeable unless confirmed by the FlowWright implementation.
• Do not assume exact behavior when a user name does not exist without testing.
• Do not assume how duplicate or ambiguous user names are handled unless the implementation confirms it.
• Verify user-related configuration after importing a workflow definition into another environment.
• Keep sensitive user information out of workflow log messages where appropriate.
• If the same user-identification pattern is used across workflows, use consistent Variable naming conventions.
• Test the workflow after changes to user-management configuration that could affect user lookup.

Notes:

• The Get Workflow User ID step is defined in the Users category with the internal name getworkflowuserid, label Get the process user ID using user name, and display name Get Workflow User ID.
• The step is implemented by FlowWright.Workflow.GetWorkflowUserID in FlowWright.Workflow.dll and is defined as a Process step with 2 incoming connections and 2 outgoing connections.
• The step defines two required properties:
  • userName – User name for the user
  • varGlobalForID – Variable/Global to hold the user ID
• Both properties use the string data type, implemented by FlowWright.DataTypes.ClsTextBox.
• The step provides two return values:
  • False
  • True

Definition Sample:

You 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:

• User name.
• Variable or Global variable used to store the user ID.
• Workflow Variable references.
• Environment-specific user configuration.
• Downstream True and False workflow paths.

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

Click here to download the sample file.