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The changes made using this tool affect the data stored in form fields. This tool ensures that any changes or entries made to form fields are correctly reflected in the database, without needing manual input, directly within the workflow process.
Figure 2: Form Data Update Tool in Process Builder
Workflow Variable Update Tool: Available at the marketplace, the Workflow Variable Update Tool updates the value of workflow variables. To use this go to Process Builder> Tools> Mapping> Select Workflow Variable Update Tool> Workflow Variable Mapping.
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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 # variable.status #.
Figure 4: Making a routing decision using a Workflow Variable in Process Builder
Figure 5: Making the same routing decision using a Form Hash Variable in Process Builder
For this example, this status field is present in a form named Approval Form. In the above figureFigure 5, we are simply checking if the value in this form is "Approved" or other than approved ("Rejected"), and then we proceed to route to the correct decision.
Figure 6: Status Field options
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Figure 7: 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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As a best practice, it's recommended to map workflow variables to form fields. This mapping ensures the values of workflow variables are 'copied' to corresponding form fields at each activity, making them visible and accessible for later viewing in forms and datalists. This approach avoids the direct querying of the large "shkactivitydata" table, thereby optimizing performance.