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Introduction

Workflow variables in Joget are key data elements that are essential for the overall operation and flow of a process. Unlike data specific to individual forms or activities, workflow variables have a broader scope and are used throughout the entire process. Their primary role is to facilitate decision-making and condition handling within the workflow in the process builder.

Distinction between normal data and workflow variables

For example, consider a Leave Application process.

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When an employee fills out a leave application form, they provide details such as the date of application, the duration of the leave, and the reason for

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the leave. This type of data is specific to that particular form

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. These details are critical for record-keeping and for informing the decision-makers (like supervisors) about the leave request. However, they typically serve only within the scope of that form and are used for informational purposes rather than driving the process flow. This form-specific data is usually stored associated with that particular leave application instance. It can be accessed and reviewed by relevant parties, such as HR personnel or supervisors, to understand the specifics of the leave request.

Workflow variables, on the other hand, are elements that carry significant weight in determining the flow of the process. In the Leave Application process, a good example of a workflow variable could be "supervisorApproval". This variable might store a value like "approved" or "rejected". The value of this variable is used to decide the next steps in the workflow. For example, if "supervisorApproval" is "approved", the process might move to the HR department for final processing. If it's "rejected", the process might end or return to the employee for further action. The key here is that the workflow variable directly influences the overall process flow. It's not just a piece of information, but a driver for decisions and actions within the workflow.

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This variable becomes crucial when a supervisor's decision (accept or reject) alters the course of the workflow, triggering different activities or decisions

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.