System Data
Overview
System Data provides a set of predefined, read-only variables that expose runtime context information about the current process, activity, task, and user.
The workflow engine automatically populates these variables, enabling workflows to make context-aware decisions without manual configuration.
What Is System Data?
System Data represents execution context metadata, such as:
- Which process and instance is running
- Who initiated the process
- Which activity or task is currently executing
- Who the participants are
- Task-related identifiers and dates
- Organizational hierarchy (for example, manager information)
System Data is:
- Automatically available
- Read-only
- Scoped to the current process instance and execution context
Using System Data in Workflows
System Data variables can be:
- Used in conditions and expressions
- Passed as inputs to activities
- Used in notifications and emails
- Logged or audited
- Mapped to external systems
System Data values are resolved at runtime and reflect the current execution state of the workflow.
Available System Variables
Process Context
| Variable Name | Description |
|---|---|
| Process ID | Unique identifier of the current process. |
| Process Name | Name of the current process. |
| Process Instance ID | Unique identifier of the currently running process instance. |
| Process Initiator | Username of the user who initiated the process. |
| Process Initiator Email | Email address of the process initiator. |
| Process Started Date | Date and time when the process instance was created. |
Process Participants
| Variable Name | Description |
|---|---|
| Process Participants User Names | Semicolon-separated list of usernames of all participants. |
| Process Participants Full Names | Semicolon-separated list of full names of all participants. |
| Process Participants Emails | Semicolon-separated list of email addresses of all participants. |
Activity Context
| Variable Name | Description |
|---|---|
| Activity Name | Internal Name of the currently executing activity. |
| Activity Display Name | Display name of the currently executing activity. |
| Activity Instance ID | Instance ID of the currently executing activity. |
| Activity Participant User Names | Usernames of participants for the current task activity (if applicable). |
| Activity Participant Full Names | Full names of participants for the current task activity (if applicable). |
Task Context (Available only for Task-based activities)
| Variable Name | Description |
|---|---|
| Task ID | Unique identifier of the current task. |
| Task Name | Name of the current task. |
| Task Assigned Date | Date and time when the task was assigned. |
| Task Due Date | Due Date of the current task. |
| Task Participant User Name | Username of the task participant. |
| Task Participant Full Name | Full name of the task participant. |
| Task Participant Email | Email address of the task participant. |
User Hierarchy Context
| Variable Name | Description |
|---|---|
| User Manager Name | Username of the currently logged-in user’s manager. |
| User Manager Full Name | Full Name of the currently logged-in user’s manager. |
| User Manager Email | Email address of the currently logged-in user’s manager. |
Scope and Availability
- System Data is automatically available to all workflows
- Variables are populated at runtime
- Some variables are available only in specific contexts (for example, task-related variables are available only within task activities)
- System Data cannot be modified by workflows or activities
When to Use System Data
| Scenario | Recommended Data Type |
|---|---|
| Execution metadata and context | System Data |
| User-entered values | Form Data |
| Workflow-computed values | Model Data |
| Shared configuration or secrets | Enterprise Variables |
Best Practices
- Use System Data for context-aware logic and notifications
- Avoid copying System Data into Model Data unless persistence is required
- Always consider variable availability based on execution context
- Use System Data to reduce hard-coded assumptions in workflows
System Data enables workflows to react intelligently to their execution context without additional configuration.