Description:

The Instantiate Form workflow step creates a new form instance while a workflow is executing. The step lets the workflow select the form definition to create the new instance and specify where to store the resulting form instance ID.

The step also provides optional properties to specify a name for the new form instance and choose whether to use the same form.

The step supports:

• Selecting a form definition.
• Creating a new form instance.
• Storing the resulting form instance ID.
• Assigning a name to the new form instance.
• Configuring the Use the same form Yes/No option.
• Using the resulting form instance in subsequent workflow processing.
• Returning a True or False result for subsequent workflow processing.

Usage:

Place the Instantiate Form step when a workflow needs to create a new form instance as part of its processing.

The workflow selects the form definition, specifies where to store the newly created instance ID, and can optionally provide an instance name.

A typical workflow pattern is:

Prepare Form Data → Instantiate Form → Process Form Instance

For example:

Start
  ↓
Prepare Form Information
  ↓
Instantiate Form
  ├── True → Continue Form Processing
  └── False → Handle Error

The step can be used to:

• Create a new form instance during workflow execution.
• Create forms as part of a business process.
• Generate a related form for a workflow request.
• Store the newly created form instance ID for subsequent processing.
• Create multiple form instances during repeated workflow processing.
• Provide a form instance for later updates or processing.
• Associate a newly created form instance with a larger workflow sequence.

Typical Workflow Suggestions:

Create a Form After Receiving a Request

Use the step when a workflow needs to create a form after receiving a request.

Example:

Receive Request → Prepare Form Data → Instantiate Form → Continue Processing

The workflow selects the appropriate form definition and stores the resulting form instance ID.

Create a Form for a New Business Process

Use Instantiate Form when a workflow needs to create a new form to start a business process.

Example:

Start Process → Determine Form Definition → Instantiate Form → Process New Form

Configure: Select a form definition with the appropriate form definition and configure the form instance ID destination.

Create a Form for an Approval Process

A workflow can instantiate a form before sending the process through an approval sequence.

Example:

Create Request → Instantiate Form → Populate/Process Form → Approval

You can store the newly created form instance ID for use in subsequent workflow activities.

Create a Form for Follow-Up Processing

Use this step when a workflow needs to create a new form for a later stage of processing.

Example:

Process Request → Instantiate Form → Continue Workflow → Process New Form

This can provide a new form instance as part of the workflow's next processing stage.

Create a Named Form Instance

Use the optional Name of the Form Instance property when the workflow needs to name the newly created instance.

Example:

Prepare Request → Instantiate Form → Process Form

Configure:

The XML identifies the Form Instance Name as an optional string property.

Store the New Form Instance ID for Later Use

Use this step when subsequent workflow activities need to reference the created form instance.

Example:

Instantiate Form → Store Form Instance ID → Update/Process Form

The Variable/Global/FormVariable that holds the form instance ID property provides the destination for the new form instance ID.

This property is required by the step.

Create a Form Based on Workflow Conditions

A workflow can determine which form definition to instantiate before reaching the step.

Example:

Determine Request Type
        ↓
     Decision
     /      \
 Type A    Type B
   ↓         ↓
Select Form Definition
        ↓
  Instantiate Form
        ↓
 Continue Process

The step itself provides the Select a form definition property; the preceding workflow logic determines which form is appropriate.

Create a Form During a Workflow Loop

Use Instantiate Form inside a loop when the workflow needs to create a form for each iteration.

Example:

For Loop → Determine Form → Instantiate Form → Process Form → Repeat

Each iteration can create a new form instance and store its instance ID.

This pattern can be useful for batch-oriented workflows that create repeated form instances.

Create Multiple Related Form Instances

A workflow can use the step multiple times when different stages require separate form instances.

Example:

Instantiate Request Form → Process Request → Instantiate Review Form → Review → Complete

You can store each instance in its own Variable, Global, or FormVariable.

Create a Form Before Sending a Notification

Use this step when a workflow needs a form instance to exist before processing the notification.

Example:

Prepare Form → Instantiate Form → Prepare Notification → Send Notification

The notification-related activities can then use the form instance information the workflow supplies.

Create a Form as Part of a Case Workflow

Use the step in case-oriented workflows where a new form instance represents part of the case information.

Example:

Create Case → Instantiate Form → Process Case Data → Complete

You can retain the form instance ID for subsequent workflow processing.

Create a Form Before Document Processing

Use the step when a workflow needs to create a form instance before processing documents or other workflow information.

Example:

Receive Request → Instantiate Form → Process Documents → Update Form

The form instance can become part of the workflow's subsequent processing sequence.

Use the Form Instance ID in Downstream Activities

You can store the form instance ID in a Variable, Global, or FormVariable for later workflow use.

Example:

Instantiate Form → Store Instance ID → Subsequent Form Activity

This is one of the most important configuration points because the XML defines the form instance ID destination as a required property.

Route Processing Based on the Result

Use the True and False outputs to provide different processing paths.

Example:

                  ┌── True → Continue Form Processing
                  │
Instantiate Form ─┤
                  │
                  └── False → Error Handling

Example:

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

• Create a new process definition called “instantiateFormDef” and open the definition in designer mode.
• Drag an “instantiateForm, RouteForm, Loop, Decision, and Placeholder” step to the canvas. 
• Define a variable or a global to store the Form Instance ID and loop value. 
• 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.
• Connect the dots between the “Start” step and other steps, as shown below. 
• Click the “instantiateForm” step to configure its “Required” properties, as shown below. Select an existing Form Definition. Define a variable or a global reference to store the Form Instance ID. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Click the “instantiateForm” step to configure its “Optional” properties, as shown below. The form instance name is optional; leave it blank if you intend to use the same form. Set the “Same form” option to Yes to retain the same form instance ID, or select No to instantiate a new form instance ID each time the step is processed.

• Click the "RouteForm" step to configure its “Required” properties, as shown in the graphic below. Select the exact form definition. Select the variable or global reference that contains the Form Instance ID. Select the users you want to route the form to. Configure the remaining step properties as needed. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Save the process definition, create a new instance, and execute it. Render the process instance and click the Instantiate Form step to view its properties. When the workflow reaches the step, FlowWright uses the selected form definition to create a new form instance and stores the resulting form instance ID in the configured Variable, Global, or FormVariable. The workflow can then continue through the True or False return path. Verify that:
  • The intended form definition was selected.
  • The form instance ID destination is correctly configured.
  • The workflow creates the new form instance as expected.
  • The form instance name is correct when one was specified.
  • Using the same form is configured appropriately when used.
  • The resulting form instance ID is available to downstream activities.
  • The expected True/False workflow path is followed.

Tips:

• Select the correct form definition before executing the step.
• Remember that Select a form definition is a required property. 
• Configure the Variable/Global/FormVariable that holds the form instance ID because this property is also required. 
• Use a meaningful Variable or Global name for the newly created form instance ID.
• Use the stored form instance ID in downstream activities that need to reference the newly created form.
• Provide a meaningful Name of the Form Instance when the workflow benefits from identifiable form instances.
• Remember that Name of the Form Instance is optional. 
• Review the Use the same form setting carefully because it is optional, and confirm its runtime effect for your FlowWright implementation. 
• Test the workflow with the actual form definition that will be used in the target environment.
• Verify the newly created form instance after the workflow runs.
• Verify that downstream activities receive the expected form instance ID.
• Consider connecting the False return path to appropriate error handling.
• Keep form-instantiation logic close to the workflow activity that determines why the new form is required.
• If multiple forms are instantiated in the same workflow, use distinct and meaningful Variables/Globals for their instance IDs.
• When using the step inside a loop, ensure that each iteration handles the resulting form instance ID appropriately.
• Test the workflow after changing the selected form definition.
• Verify environment-specific form definitions when moving workflow definitions between environments.
• Do not assume that the step populates form fields simply because it creates a form instance. The XML only defines the creation of a new form instance and the associated configuration properties. 
• Do not assume that Use the same form has a particular runtime meaning beyond what is confirmed by the FlowWright implementation.
• Do not assume additional behavior for the True and False paths beyond their documented return values.

Notes:

• The Instantiate Form step is defined in the Forms category with the internal name instantiateform, label “Create a new form instance”, and display name “Instantiate Form.”
• The step is implemented by FlowWright.Workflow.InstantiateForm in FlowWright.Workflow.dll and is defined as a Process step with 2 incoming connections and 2 outgoing connections.
• The step defines four properties:
  • selectFormDefintions – Select a form definition.
  • formInstanceID – Variable/Global/FormVariable that holds the form instance ID.
  • formInstanceName – Name of the Form Instance.
  • useSameForm – Use the same form. 
• The first two properties are required. The latter two are optional.
• The selectFormDefintions property uses the selectFormDefintions data type, implemented by FlowWright.DataTypes.SelectFormDefintions.
• The formInstanceID property uses selectFormVariable, implemented by FlowWright.DataTypes.SelectFormVariable.
• The formInstanceName property uses the string data type, implemented by FlowWright.DataTypes.ClsTextBox.
• The useSameForm property uses selectYesNo, implemented by FlowWright.DataTypes.ClsYesNo.
• The step provides two return values:
  • False
  • True

Definition Sample:

You may download the sample definition from the link provided and later import it 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:

• Form definition.
• Variable, Global, or FormVariable used to store the form instance ID.
• Form instance name, if required.
• Use the same form setting, if applicable.
• Workflow Variable references.
• Environment-specific form definitions.
• Downstream True and False workflow paths.
• Logging configuration.

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

Click here to download the Process Definition sample file.

Click here to download the Form Definition sample file.