System Data
Overview
System Data provides access to runtime information supplied automatically by the platform during workflow execution.
Unlike Model Data or Form Data, System Data is not created or maintained by designers. Instead, the workflow engine populates these values as the workflow executes, allowing workflows to make decisions based on their execution context.
System Data is available through the Process Data Explorer and can be referenced wherever data binding is supported.
What is System Data?
System Data represents information about the current execution environment, including:
- The running workflow.
- The current workflow instance.
- The current activity.
- The current task.
- Workflow participants.
- User hierarchy information.
Because these values are managed by the platform, System Data is always read-only.
Using System Data
System Data can be referenced anywhere the Process Data Explorer is available.
Typical uses include:
- Building workflow expressions.
- Evaluating conditions.
- Sending notifications.
- Personalizing email content.
- Calling external systems.
- Recording audit information.
System Data values are resolved automatically during workflow execution.
Available System Data
System Data is organized into the following categories.
Workflow Context
Provides information about the currently executing workflow.
| Variable | Description |
|---|---|
| Workflow ID | Unique identifier of the workflow. |
| Workflow Name | Name of the workflow. |
| Workflow Instance ID | Unique identifier of the running workflow instance. |
| Workflow Started Date | Date and time when the workflow started. |
| Workflow Initiator | User who started the workflow. |
| Workflow Initiator Email | Email address of the workflow initiator. |
Workflow Participants
Provides information about users participating in the current workflow.
| Variable | Description |
|---|---|
| Participant User Names | User names of workflow participants. |
| Participant Full Names | Full names of workflow participants. |
| Participant Emails | Email addresses of workflow participants. |
Activity Context
Provides information about the currently executing activity.
| Variable | Description |
|---|---|
| Activity Name | Internal name of the activity. |
| Activity Display Name | Display name shown in the Designer. |
| Activity Instance ID | Unique identifier of the activity execution. |
| Activity Participant User Names | User names of participants assigned to the activity, where applicable. |
| Activity Participant Full Names | Full names of participants assigned to the activity, where applicable. |
Task Context
Task Context variables are available only while executing task-based activities.
| Variable | Description |
|---|---|
| Task ID | Unique identifier of the task. |
| Task Name | Name of the task. |
| Task Assigned Date | Date and time when the task was assigned. |
| Task Due Date | Configured due date of the task. |
| Task Participant User Name | Assigned user's user name. |
| Task Participant Full Name | Assigned user's full name. |
| Task Participant Email | Assigned user's email address. |
User Hierarchy
Provides information about the current user's organizational hierarchy.
| Variable | Description |
|---|---|
| Manager User Name | User name of the current user's manager. |
| Manager Full Name | Full name of the current user's manager. |
| Manager Email | Email address of the current user's manager. |
Runtime Behavior
System Data is populated automatically during workflow execution.
Some values are always available, while others depend on the execution context.
For example:
- Task-related variables are available only while executing task activities.
- Activity-specific variables change as execution moves from one activity to another.
- Workflow information remains available throughout the workflow execution.
Because System Data represents runtime metadata, workflow activities cannot modify these values.
System Data and Model Data
Although both are available through the Process Data Explorer, they serve different purposes.
| Data | Purpose |
|---|---|
| System Data | Runtime metadata supplied by the platform. |
| Model Data | Business data and workflow state maintained by the workflow. |
System Data provides information about the execution environment.
Model Data stores information created and modified by workflow activities.
Best Practices
- Use System Data when workflow behavior depends on the current execution context.
- Use System Data to personalize notifications and emails.
- Reference Task Context variables only within task-based workflows.
- Avoid copying System Data into Model Data unless the values must be retained after the execution context changes.