Description:

The Create User workflow step creates a new FlowWright user using the user information supplied through its configured properties. The step can optionally store the created user's ID in a Variable or Global variable for use by subsequent workflow activities.

The step supports:

• Creating a new FlowWright user.
• Supplying the user's user name.
• Supplying the user's full name.
• Supplying the user's email address.
• Supplying an optional password.
• Storing the created user's ID in a Variable or Global variable.
• Using workflow-generated values for user information.
• Returning a True or False result for subsequent workflow processing.

The step accepts a user name, full name, email address, and optional password.

Usage:

The Create User step is typically placed after the workflow has collected or generated the information required to create a user.

User information can come from workflow Variables, form values, database results, integration responses, or other workflow activities. The values are then supplied to the Create User step.

A typical workflow pattern is:

Get User Information → Create User → Continue Process

The newly created user's ID can then be stored in a Variable or Global variable and used by later workflow steps.

For example:

• Create an application user after an approval process.
• Create a user from submitted form information.
• Create users as part of an employee onboarding process.
• Create a user after receiving information from an external system.
• Store the newly created user's ID for subsequent workflow processing.
• Branch the workflow based on the True or False result.
• Perform follow-up processing after successful user creation.

Typical Workflow Suggestions:

Create a User from Form Information

Use the step to create a FlowWright user from information submitted through a workflow form.

Example:

User Registration Form → Create User → Send Confirmation

Form values can be mapped to:

• User name
• Full name
• Email address
• Password

The Create User step can then create the user using the submitted information.

Create a User After an Approval

Use the step after an approval activity when you should create a user account only after the request is approved.

Example:

Submit User Request → Manager Approval → Create User → Notify Requester

If the approval succeeds, the workflow proceeds to Create User. The True path can continue to the notification or onboarding activities.

Create a User During Employee Onboarding

Create a FlowWright user as part of an employee onboarding workflow.

Example:

Employee Information → Approval → Create User → Assign/Configure → Notify Employee

You can collect the employee's name, username, and email address earlier in the workflow and supply them to the Create User step.

Create a User from External System Data

Use information retrieved from another system as the input for creating a FlowWright user.

Example:

Retrieve Employee Data → Create User → Continue Onboarding

The workflow can retrieve the employee's username, full name, and email address from an external data source before executing the Create User step.

Store the Created User ID

Use the Variable/Global to hold the user ID property when later workflow activities need to reference the newly created user.

Example:

Create User → Store User ID → Subsequent Processing

You can store the created user ID in a workflow Variable or Global variable and reference it in subsequent activities.

This is particularly useful when later workflow operations need to associate additional processing with the newly created user.

Create Multiple Users

You can use the Create User step repeatedly when a workflow needs to create users from multiple records.

Example:

Get User Records → Loop Through Records → Create User → Continue

For each record, the workflow can provide the corresponding:

• User name
• Full name
• Email address
• Password, when applicable

Capture the resulting user ID for each creation operation, when required.

Branch After User Creation

Use the True and False return paths to control what happens after the Create User operation.

Example:

Create User → True → Continue Process

and

Create User → False → Handle Failure

The True path can continue normal processing, while the False path can be connected to an appropriate alternate or error-handling activity.

Create a User and Continue with Onboarding

The step can be used as one activity in a larger user-provisioning workflow.

Example:

Collect Employee Data → Create User → Continue Onboarding → Send Notification

The user information is collected first, the account is created, and subsequent workflow activities continue with the onboarding process.

Create Users from a Standardized Data Set

Use workflow Variables to consistently supply user information.

Example:

Retrieve User Data → Set Variables → Create User → Store User ID

This approach makes user-creation workflows easier to maintain when user information comes from different sources.

Use the Optional Password Property

When the workflow needs to provide a password during user creation, map the appropriate value to the Password for the user property.

The XML definition marks the password property as optional, so workflows that do not provide a password can leave this property unconfigured, subject to the behavior of the FlowWright user-management implementation.

Example:

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

• Create a new definition named “createUserDef" and open it in Designer mode.
• Drag the "createUser" step to the canvas.
• Connect the dots between the “Start” and "createUser" 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.
• Click the "createUser" step to configure the "Required" properties. Provide a step name, a new username, a full name, and the email address for the application to send notifications. Click the Save button. Note: Click the "AI Predict" button for the Copilot to add new process steps that match your process description. 

• Configure the "Optional" using the following properties: Provide the user's password (encrypted and stored in the database). Provide a variable or a global to store the new user's ID upon creation. Then click the Save button. 

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

• Save the process definition. Create a new process instance and execute it. Render the process instance and select the Create User step to view its properties and execution status. When the workflow reaches the Create User step, the configured user information is supplied to the step. The resulting True or False return path can then determine the next workflow activity.

Tips:

• Provide a unique, meaningful value for the user property.
• Verify that the full name and email address are populated before the Create User step executes.
• Use workflow Variables to dynamically populate user information collected earlier in the process.
• Use meaningful Variable or Global names when storing the created user ID.
• Store the created user ID when downstream workflow activities need to reference the newly created user.
• Validate user information before creating the account.
• Consider connecting the False return path to an appropriate error-handling or notification activity.
• Test the workflow with representative user information before deploying it.
• Test duplicate or invalid user information as part of the workflow's negative test scenarios.
• Verify that the email address supplied to the step is the intended address.
• Avoid exposing passwords in workflow logging, notifications, or other downstream outputs.
• If a password is supplied by the workflow, handle it according to the application's security requirements.
• Use environment-appropriate Variables or Globals rather than hard-coded user information.
• Verify the stored user ID before using it in subsequent workflow activities.
• When creating multiple users, ensure each iteration provides the correct user information.
• Review the True and False paths to ensure both successful and unsuccessful creation scenarios are handled.
• Test the workflow after changing the user information source.
• Do not assume additional user attributes, roles, groups, or permissions are configured by this step unless those capabilities are provided separately by the FlowWright implementation.

Definition Sample:

You may provide a sample CreateUser process definition for users to download and import into their FlowWright Process Definition.

After importing the sample, verify and complete any environment-specific configuration, including:

• User name.
• Full name.
• Email address.
• Password, if required.
• Variable or Global variable used to store the user ID.
• Workflow Variable references.
• True and False downstream workflow paths.
• Any environment-specific user-management configuration.

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

Click here to download the sample file.