Form Data
Overview
Form Data represents all data captured through eForms associated with the current process. It provides a consolidated, read-only data model that aggregates fields from all forms used throughout the process lifecycle.
This unified schema allows workflows and activities to access user-entered form values consistently, regardless of which form or task produced the data.
How Form Data Is Generated
Form Data is automatically derived from the forms associated with the process.
- Whenever a control is added to a form (for example, TextBox, Dropdown, Checkbox), A corresponding field is automatically created in the Form Data model.
- The field name and data type are inferred from the control configuration.
- Designers do not need to define or maintain Form Data fields manually.
This ensures that the Form Data model always reflects the latest structure of the associated forms.
Consolidated Schema Across Forms
If a process contains multiple forms (for example, different task forms at various stages), the Form Data drawer displays a merged schema that includes:
- Fields from all forms used in the process
- Grouped structures that mirror form layout and hierarchy
- Consistent data access across tasks and workflow steps
This consolidation enables activities to reference form values without needing to know which specific form captured the data.
Using Form Data in Workflows
Form Data fields can be:
- Used as inputs to activities
- Referenced in conditions and expressions
- Mapped to Model Data, database columns, or external services
- Passed to sub-workflows or integrations
Form Data is read-only within the workflow designer. Values are populated at runtime based on user interaction with forms.
Scope and Behavior
- Form Data is scoped to the process instance
- Values are available only after the corresponding form is submitted
- The schema is defined at design time, but values are populated at runtime
- Form Data cannot be modified directly by workflow activities
When to Use Form Data vs Model Data
| Scenario | Recommended Data Type |
|---|---|
| User-entered values from forms | Form Data |
| Workflow-computed or derived values | Model Data |
| Temporary or intermediate values | Model Data |
| Shared configuration values | Enterprise Variables |
Best Practices
- Use Form Data only for values collected from users via forms
- Map Form Data into Model Data when values need to be transformed or reused
- Avoid overloading forms with unnecessary controls to keep the data model clean
- Use clear and meaningful control names to improve readability in Form Data
Form Data provides a reliable, unified way to access user input throughout the lifecycle of the process.