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Form Data Update Tool: This built-in plugin is used to update values directly in the database. To use this go to to Process Builder> Tools> Mapping> Select Update Form Data> Choose Form Field to Update.
The changes made using this tool affect the data stored in form fields. It is an efficient way to ensure that the data entered or modified in form fields is accurately This tool ensures that any changes or entries made to form fields are correctly reflected in the database without user interaction and directly using the process workflow. Oftentimes, this will come inbuilt with your Joget version., without needing manual input, directly within the workflow process.
Figure 2: Form Data Update Tool in Process Builder
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While workflow variables are essential for process routing, other elements like form data and hash variables can also be used for similar purposes. For example, using a form hash variable in a transition condition ((# form.f1Approval_Form.TextField status # === "trueApproved")) is a viable alternative to check for conditions and make decisions in the process workflow.
Both form hash and workflow hash will work. Apart from routing, a workflow hash can also be used within the application for dynamic data referencing, such as in custom scripts or email bodies, where they can be called upon using syntax like like # variable.status #.
Figure 34: Making a routing decision using a Workflow Variable in Process Builder
Figure 45: Making a the same routing decision using a Form Hash Variable in Process Builder
A key feature of workflow variables is their ability to create an audit trail. As the process progresses, In the monitor section, the variable list efficiently tracks a record's progress through the workflow.
Figure 56: Viewing a Completed Activity Instance
In this view, one can see the state and statistical data of a particular completed activity instance.
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The decision to use workflow variables, form data, or hash variables depends on the specific needs of the process. For simpler decision-making where an audit trail is not critical, form data or hash variables might suffice. However, for complex processes where tracking the history of decisions is important, workflow variables become indispensable.
Storage
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Mechanisms for Form Data Variables and Workflow Variables
Workflow variables and form data in Joget serve different purposes but can be interconnected for efficient process management. Workflow variables are primarily used within the process flow. They are crucial for decision-making and guiding the direction of the workflow. Unlike in Joget play a crucial role in guiding the process flow and making decisions, but they are different from form data, which is users directly inputted by users input into forms and inherently visible, . These workflow variables operate in the background and are not automatically displayed inherently visible in forms or datalists as they operate behind the scenes.
The storage and display of workflow variables pose certain challenges. These variables are stored in the "shkactivitydata" database table. Displaying them in a datalist typically requires an SQL JOIN with this table. However, this can lead to performance issues, particularly in large-scale applications. For example, a process with numerous variables and activities can result in a substantial number of records in the database, escalating rapidly with the number of transactions. This increase in data can significantly impact the performance of datalists. For example, if your process has 10 workflow variables and 10 activities, the total records stored in the DB table is 100 records, and if the total number of process transactions reaches 1,000, you will generate 100,000 records in the "shkactivitydata" table for just one process. If the combined total of processes in all your Joget app is 100 processes, this table will grow to 10 million.
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