Description:

The Move Data step enables a FlowWright workflow to transfer data from one form instance to another by mapping fields between a source form and a target form.

Many business processes require information collected in one form to be reused in another without requiring users to manually enter the same data multiple times. For example, customer onboarding workflows may populate contract forms from registration forms, procurement workflows may copy request information into purchase orders, or HR workflows may transfer employee information between onboarding and compliance forms.

The step identifies both the source and target form definitions, locates the corresponding form instances, and applies configured field mappings to copy values from the source form fields into the target form fields.

Because only the mapped fields are transferred, workflows can selectively populate the destination form while preserving existing values in fields that are not included in the mapping.

Typical uses include:

• Copying customer information between forms
• Populating approval forms from request forms
• Transferring employee onboarding data
• Synchronizing related business forms
• Reusing previously entered information
• Eliminating duplicate manual data entry
• Migrating data between workflow stages
• Standardizing information across multiple forms

This step enables organizations to automate data synchronization between FlowWright forms while improving data consistency and reducing manual effort.

Usage:

The Move Data step is typically used when one workflow form needs to reuse information collected by another form.

During execution:

1. Locate the configured source form definition.
2. Retrieve the source form instance.
3. Locate the configured target form definition.
4. Retrieve the target form instance.
5. Read the configured field mappings.
6. Copy values from each mapped source field into its corresponding target field.
7. Save the updated target form instance.
8. Continue workflow execution through either the True or False return path.

A typical workflow might look like this:

Typical workflow scenarios include:

• Creating employee records from onboarding forms
• Populating purchase orders from purchase requests
• Copying customer information into contract forms
• Synchronizing inspection forms
• Transferring project information between workflow stages
• Updating compliance forms
• Reusing supplier registration data
• Eliminating duplicate business data entry

Example:

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

• Create a new process definition called “moveFormDataDef” and open it in Designer mode. 
• Drag the “routeForm, moveFormData” steps to the canvas.
• Connect the dots between the “Start” step and other steps, as shown above.
• Define a variable or a global to store the Form Instance IDs.
• Click the “routeForm1” step to configure its “Required” properties. Provide a name for the step. Select a Form Definition from the drop-down list. Provide a variable or a global reference to store the Form Instance IDs. Click the Save button. Note: Click the "AI Predict" button to have the Copilot add new process steps that match your process description. 

• Click the “routeForm2” step to configure its “Required” properties. Provide a name for the step. Select Form Definitions from the drop-down list. Provide a variable or a global reference to store the Form Instance IDs. Click the Save button. Note: Click the "AI Predict" button to have the Copilot add new process steps that match your process description. 

• Click the “moveFormData” step to configure its “Required” properties. Provide a name for the step. Select the source and target Form Definitions from the drop-down list. Provide a variable or a global reference to store the source and target Form Instance IDs. Click the Save button. Note: Click the "AI Predict" button to have the Copilot add new process steps that match your process description. 

• Click the button to map the Form fields as shown below. A pop-up window appears for configuration. Click the Add Row (+) button to insert an empty row. Use the drop-down controls to specify the source and target field names. Click the Save button. You may add multiple form field mappings using the Add Row button.  

• The “Logging” configuration is necessary for documentation and also measures workflow progress and percent complete. This is achieved by configuring 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. The source Form Instance is created and routed to the user for input. Upon completion, the target Form Instance is created, and the "move data" step transfers the data from the source Form Instance to the target Form Instance, routing it to the next user. The Form is rendered with the moved data.  

Tips:

• Verify that both source and target form instances exist before executing the step.
• Configure field mappings carefully to ensure compatible source and target fields.
• Use meaningful field names to simplify mapping maintenance.
• Route the False execution path to logging and notification activities for easier troubleshooting.
• Use this step whenever information needs to be reused across multiple workflow forms.
• Combine this step with Create Form Instance, Archive Form Instance, Set PDF Form Field Values, Add Attachments, or approval workflow steps to build complete business process automation solutions.

Notes:

• The step transfers only the mapped fields between form instances.
• Source and target form definitions are required.
• Source and target form instance identifiers are required.
• Field transfer is controlled through the configured Form Field Mappings.
• The step updates the target form instance and does not generate new documents.
• Both the True and False return paths should be implemented for complete workflow handling.
• Ensure that the executing workflow has permission to read the source form instance and update the target form instance.
• Form data transfer activities are recorded in the FlowWright workflow execution log.

Move Data vs. Set PDF Form Field Values:

Although both workflow steps use configurable mappings to populate destination fields, they operate on different types of targets.

As a general guideline:

• Use Move Data when workflows need to synchronize or reuse business information between FlowWright forms without generating external documents.
• Use Set PDF Form Field Values when workflows need to generate completed PDF forms for printing, distribution, customer delivery, or document archival.

Definition Sample:

You may download the sample workflow definition from the link provided and import it into your FlowWright environment.

Note: Verify and complete any missing configuration after importing the sample, including:

• Source form definition
• Source form instance identifier
• Target form definition
• Target form instance identifier
• Form field mappings
• Success and failure workflow branches

After verifying the configuration, save and publish the workflow before execution.

Click here to download the sample file.