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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.
Distinction
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Between Normal Data and Workflow Variables
For example, consider a Leave Application process where form data like application date, leave duration, and reason are specific to each application. They are used for record-keeping and informing supervisors about the leave request but do not control the workflow.
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It is recommended to read this article to have a clearer understanding of what hash variables are.
Populate Data
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Dynamically
For functionalities like populating an email body, both form data (accessed via # form#form.table.status #status#) and workflow variables (# variable#variable.status #status#) can be utilized, offering flexibility in how data is referenced within the workflow.
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Form Data Update Tool: This built-in tool is used to update values directly in the database. To use this go to Process Builder>Tools> Mapping> Builder > Tools > Mapping > Select Update Form Data> Data > Update Fields.
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.
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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> Builder > Tools > Mapping > Select Workflow Variable Update Tool> Tool > Workflow Variable Mapping.
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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 e.g., ((# form#form.Approval_Form.status # status# === "Approved")) 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 # variable#variable.status #status#.
Figure 4: Making a routing decision using a Workflow Variable in Process Builder
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