Description:

This step retrieves data from an existing FlowWright Form Instance.

The Get Form Instance Data workflow step locates a form instance using its unique Form Instance ID, retrieves all submitted form data, formats the result as either XML or JSON, and stores the formatted data in a FlowWright Variable or Global Variable.

This step provides an efficient way to access submitted form information for reporting, document generation, system integrations, REST API calls, business rule processing, or downstream workflow automation.

The step supports:

• Retrieving Form Instance data
• Form lookup using the Form Instance ID
• XML output format
• JSON output format
• Storage of retrieved data in Variables or Global Variables
• Integration with FlowWright Forms and workflow automation

This step can be used for:

• Form data retrieval
• REST API integrations
• Document generation
• Business rule evaluation
• Reporting
• Data synchronization
• Business process automation

Usage:

The Get Form Instance Data step is typically placed after a form has been submitted or whenever a workflow needs to retrieve previously submitted form data for processing.

The workflow locates the specified Form Instance, retrieves the submitted values, formats the data according to the selected output format, and stores the result in a Variable or Global Variable.

A typical workflow might look like this:

Once the form data has been retrieved, later workflow steps can:

• Parse XML or JSON
• Update workflow variables
• Populate documents
• Call REST APIs
• Generate reports
• Synchronize external systems
• Continue business process execution

The specified Form Instance must already exist before this step is executed.

Example:

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

• Create a new process definition named “clsGetFormInstanceDataDef" and open it in designer mode. 
• Drag “RouteForm, clsGetFormInstanceData” 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 result.
• Click the “RouteForm” step to configure its “Required” properties. Provide a step name and a task description. Select the Form definition from the drop-down list. Specify a variable or a global to store the Form Instance ID. 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 “RouteForm” step to configure its “Optional” properties. Select the users to route to. Set the task priority and completion duration. Click the Save button. 

• Click the “clsGetFormInstanceData” step to configure its “Required” properties. Provide a name for the step. Provide the variable or global reference that contains the Form Instance ID. Select the result format from the drop-down list (XML or JSON). Provide a variable or global reference to store the result. 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 to measure workflow progress and percent complete. This is done by configuring the step state and percent fields individually, as shown below. Configure the “Logging” using the following properties.

• Save the Process Definition. Create a new Process Instance and execute it. If the operation completes successfully, the workflow follows the True return path. If the Form Instance cannot be found, the Form Instance ID is invalid, or the submitted data cannot be retrieved, the workflow follows the False return path. Click the process step to view its properties. The step should successfully retrieve the submitted form data, populate the configured Variable or Global Variable, and return True upon completion.

• The Form task is routed to the user, who shall complete and submit it. 

• When the workflow reaches the Get Form Instance Data step, FlowWright locates the specified Form Instance, retrieves the submitted data, formats the result according to the selected output format, and stores the formatted data in the configured Variable or Global Variable. 

Tips:

• Verify that the Form Instance ID references an existing submitted form.
• Select JSON when integrating with REST APIs or modern web services.
• Select XML when working with XML-based systems, document templates, or legacy integrations.
• Store the retrieved data in a Variable or Global Variable for reuse throughout the workflow.
• Use subsequent parsing steps to extract individual field values from the returned XML or JSON.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with JSONPathToList, XPath, REST Call, Generate Document, Update Variables, or Send Email workflow steps to automate complete form processing workflows.

Notes:

• The specified Form Instance must already exist within FlowWright.
• The executing user or workflow must have permission to access the specified Form Instance.
• The returned XML or JSON contains the submitted form data as captured during form submission.
• The selected output format determines how subsequent workflow steps consume the data.
• Invalid Form Instance IDs or inaccessible form data may cause the step to return False.
• This step retrieves form data but does not modify the form instance.
• The workflow should include appropriate handling for both True and False return paths.
• Storing the result in a Global Variable allows multiple workflow steps to reuse the retrieved form data without performing additional lookups.

Definition Sample:

You may download the sample definition(s) from the link provided and later import them (drag-and-drop) into your FlowWright Process Definition page.

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

• Form Instance ID mapping
• Result format selection
• Variable or Global Variable mapping
• Workflow variable definitions
• Security permissions
• Environment-specific settings

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

Click here to download the sample file.