Description:

The Rename Form Instance workflow step changes the name of a specified form instance to a new name during workflow execution.

The step supports:

• Selecting the form instance to rename.
• Supplying a new name for the form instance.
• Using a Variable, Global, or FormVariable that contains the form instance ID.
• Using a dynamically generated name from workflow data.
• Renaming form instances as part of an automated workflow.
• Returning a True or False result for subsequent workflow processing.

Usage:

The Rename Form Instance step is typically placed after a workflow has created, identified, or otherwise obtained the form instance that needs to be renamed.

The form instance ID is supplied through a Variable, Global, or FormVariable, while the new form name is supplied as the second required input.

A typical workflow pattern is:

Get/Create Form Instance → Rename Form Instance → Continue Process

The renamed form instance can then be used by later workflow activities wherever the updated form name is relevant.

For example, a workflow may:

• Create or receive a form instance.
• Determine an appropriate business name from workflow data.
• Rename the form instance.
• Continue processing the form instance.
• Use the renamed instance in subsequent workflow processing.

Typical Workflow Suggestions:

Assign a Business-Friendly Form Name

Use the step to replace a generic or system-generated form name with a meaningful business name.

Example:

Create Form Instance → Rename Form Instance → Continue Process

The new name could identify the business object represented by the form instance.

Include a Request or Reference Number

Use workflow data to create a name that contains a unique business reference.

Example:

Get Request Details → Rename Form Instance → Process Request

Possible naming pattern:

Service Request - REQ-1045

This makes the form instance easier to distinguish from other instances when the workflow is processing multiple requests.

Include Customer Information

Use customer-related workflow values when constructing a meaningful form name.

Example:

Form Submission → Get Customer Data → Rename Form Instance → Continue Process

Possible naming pattern:

Customer Request - Acme Corporation

This can be useful when the form instance represents a customer-specific request.

Create a Standardized Naming Convention

Use this step to apply a consistent naming convention to workflow-created instances.

Example:

Invoice - INV-2026-1045

or

Employee Request - EMP-1045

A standardized naming convention can make form instances easier to recognize and manage.

Rename Based on Workflow Status

Use workflow information to update the form instance name as the process reaches an important stage.

Example:

Process Request → Rename Form Instance → Approval

Possible naming pattern:

REQ-1045 - Pending Approval

The new name can reflect the workflow's current business context.

Use a FormVariable to Identify the Form Instance

The form instance ID does not have to be hard-coded. The formInstanceID input is specifically defined to accept a Variable, Global, or FormVariable that holds the form instance ID.

Example:

Get Form Instance → Rename Form Instance → Continue

This allows the same process definition to operate on different form instances.

Rename Multiple Types of Form Instances

A reusable workflow can dynamically determine the appropriate form name and pass it to the step.

Example:

Determine Form Type → Build Form Name → Rename Form Instance → Continue Process

Possible names could include:

• Purchase Request - PR-1045
• Travel Request - TR-2031
• Leave Request - LR-3012

The workflow can use the appropriate naming convention without requiring a separate Rename Form Instance step for every possible name.

Use Workflow Data to Build a Dynamic Name

The formName property is a string input, allowing the workflow to specify the name to assign to the form instance.

Example:

Retrieve Data → Build Form Name → Rename Form Instance → Continue Process

Possible naming pattern:

{{RequestType}} - {{RequestID}} - {{CustomerName}}

The exact method used to construct the string depends on the other workflow steps and Variables used in the process.

Rename Before Downstream Processing

Place the Rename Form Instance step before activities that continue processing the same form instance.

Example:

Get Form Instance → Rename Form Instance → Approval → Notification

This provides a clear point in the workflow where the form instance receives its intended name.

Use the Return Paths for Workflow Routing

The step returns True or False values, which can be connected to different workflow paths.

A typical pattern is:

Start → Rename Form Instance → Continue Process

with the return paths configured so that the workflow can take an appropriate alternate path when required.

Example:

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

• Create a new definition called “renameFormInstanceDef” and open it in Designer mode.
• Drag the "instantiateForm, renameFormInstance" steps to the canvas
• Connect the dots between the “Start” and the other 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, additional values are available for configuration.
• Declare a variable or a global to store the Form Instance ID.
• Click the “instantiateForm” step to configure its “Required” properties. Provide a name for the step. Select a Form Definition from the drop-down list. Specify a variable or a global to store the Form Instance ID. Then click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Click the “renameFormInstance” step to configure its “Required” properties. Provide a name for the step. Provide the variable or global reference that contains the Form Instance ID. Provide a new name for the Form Instance. Click the Save button. Note: Click the "AI Predict" button to have the Copilot add new process steps that match your process description. 

• 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 and create a new instance. Render the process instance and click the process step to view its properties. When the workflow reaches the Rename Form Instance step, it supplies the form instance ID and the new form name. The step then performs the rename operation against the specified form instance. The resulting True or False return value can be used to control the subsequent workflow path.

Tips:

• Make sure the formInstanceID points to the intended form instance before the step executes.
• Use meaningful and consistent naming conventions for form instances.
• Include a business identifier in the name when this helps distinguish instances.
• Use workflow Variables or Globals when the form instance ID is determined dynamically.
• Build dynamic form names from reliable workflow data.
• Avoid unnecessarily long or ambiguous form names.
• Use consistent separators and naming patterns across related workflows.
• Test the workflow with representative form instances before deploying it.
• Verify that the Variable, Global, or FormVariable contains the expected form instance ID.
• Verify the resulting form name after the workflow executes.
• Consider connecting the True and False return paths to appropriate subsequent workflow activities.
• Test the workflow when the source form instance ID is missing or invalid.
• Test names containing spaces, special characters, and other formatting used by the application.
• If a naming convention changes, update all workflows that depend on that convention.
• Keep dynamically generated names predictable and maintainable.
• Avoid placing sensitive information in a form instance name when the name may subsequently be visible to users.
• Do not assume additional name-validation, uniqueness, truncation, or character-handling behavior unless confirmed by the FlowWright implementation.

Notes:

• The Rename Form Instance step is defined in the Forms category with the internal name renameforminstance, label “This step will change the name of the form instance while executing instance”, and display name “Rename Form Instance.”
• The step is implemented by FlowWright.Workflow.RenameFormInstance 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:
  • formInstanceID – Variable/Global/FormVariable that holds the form instance ID.
  • formName – Name for the form. 
• The formInstanceID property uses the selectFormVariable data type, implemented by FlowWright.DataTypes.SelectFormVariable in FlowWright.DataTypes.dll.
• The formName property uses the string data type, implemented by FlowWright.DataTypes.ClsTextBox in FlowWright.DataTypes.dll.
• The step provides two return values:
  • False
  • True

Definition Sample:

You may provide a sample definition for the Rename Form Instance step for download and later import it into the FlowWright Process Definition XML page.

After importing a sample, verify and complete any missing configuration, including:

• Form instance ID.
• Variable, Global, or FormVariable references.
• New form name.
• Dynamic workflow values used to construct the name.
• Environment-specific settings.
• Downstream True and False workflow paths.

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

Click here to download the sample file.