Form Data
Overview
Form Data represents the data captured through forms used within an agent.
It provides a consolidated, read-only data model that is automatically generated from all forms defined in the agent. Workflow activities can use Form Data to access user-entered values without requiring additional mapping.
Form Data is available through the Process Data Explorer.
How Form Data Is Created
Form Data is generated automatically from the forms defined in the agent.
Whenever a form is created or modified:
- Form controls become available as Form Data fields.
- Field names are derived from the configured control names.
- Data types are inferred from the control type.
Designers do not create or maintain Form Data manually.
The Form Data schema is updated automatically whenever a form definition changes.
Form Data Schema
Form Data presents a consolidated schema that combines fields from all forms defined in the agent.
This allows workflow activities to access user-entered values through a single Form Data hierarchy, regardless of which form collected the data.
This approach is particularly useful when multiple forms represent different views of the same underlying business data for different users or stages of the workflow.
For example, an agent may present different forms to different users while capturing the same business information. Although the forms may differ in layout or visible fields, the captured data is exposed through a single Form Data model.
Using Form Data
Form Data can be referenced anywhere the Process Data Explorer is available.
Typical uses include:
- Configuring workflow activities.
- Building expressions.
- Evaluating conditions.
- Calling external services.
- Populating Workflow Data.
- Assigning Workflow Outputs.
Form Data is read-only within workflows.
Workflow activities can read values captured by forms but cannot modify them directly.
Runtime Behavior
The Form Data schema is defined at design time.
Values are populated during workflow execution when users interact with and submit forms.
Once captured, the values become available to downstream workflow activities through the Process Data Explorer.
Form Data, Workflow Data, and Agent Data
Although all are available through the Process Data Explorer, they serve different purposes.
| Data | Purpose |
|---|---|
| Form Data | Stores values entered by users through forms. |
| Workflow Data | Stores business data and workflow state managed by workflow activities within a single workflow. |
| Agent Data | Stores business data and state shared across all workflows in the agent. |
Form Data is read-only and reflects user input.
Workflow Data is read/write and is used by workflow activities to perform calculations, transformations, integrations, and other business processing within a workflow.
Agent Data is read/write and is shared across workflows in the same agent execution.
Data Flow
The following diagram illustrates how form data typically flows through a workflow.
Forms
│
▼
Form Data (Read-only)
│
▼
Workflow Activities
│
▼
Workflow Data (Read/Write)
Forms collect information from users.
The captured values are exposed through Form Data, which can then be read by workflow activities. Activities can use these values directly or copy them into Workflow Data for further processing and manipulation.
Current Behavior
The Form Data schema is currently consolidated across the entire agent.
If multiple workflows define forms, the fields from those forms are merged into the same Form Data hierarchy.
The consolidated schema describes the available form fields; runtime values are populated as forms are submitted during execution. Use Agent Data to explicitly maintain business state shared by multiple workflows.
Best Practices
- Use Form Data only for values collected from users through forms.
- Use meaningful control names to improve readability within the Process Data Explorer.
- Move values into Workflow Data when they need to be transformed, updated, or reused throughout a single workflow.
- Move values into Agent Data when they need to be shared across workflows in the agent.
- Keep forms focused on collecting only the information required by the workflow.