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Question

How to use custom tokens to set the Instance and Submission ID sections in Retrieve Business Process Variables?

asked on June 7, 2021

Alright so here is what I am trying to accomplish, I rarely but sometimes someone will go back and look for a document that would have been added to the repository via a Workflow using information from a Form but that document can't be found. Today, for instance, I can track the document through the Forms process and then the Workflow process and it says it made the document but I can't find it anywhere, even in the Recycle Bin.

Luckily, these are simple to recreate, find the Workflow and plug the Instance and Submission IDs into the setting section of Retrieve Business Process Variables and it works beautifully. However, I am trying to automate this for some people via Forms and I can not get Retrieve Business Process Variables to allow any type of custom token to be used. It accepts ones made by default via certain activities but I can't get it to used anything from another Retrieve Business Process Variables or an Assign Token Value. 

Is there a way to feed tokens generated by a Retrieve Business Process Variables or Assign Token Value into maybe a "Global" or "Input Parameters" or something else?

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Answer

SELECTED ANSWER
replied on June 7, 2021

Click Token Dialog at the top of the token menu.

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Replies

replied on June 7, 2021

I'm not sure what you mean by "allow any type of custom token to be used". All activities accept tokens from activities above them on the workflow definition. The token list on large workflows may be filtered by type, but all tokens would be available in the Token Dialog.

Maybe you can add a screenshot showing us what you're looking at?

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replied on June 7, 2021

Sure thing.

Here is the issue in question.

The goal being for the Retrieve Business Process Variables activity to take the user-submitted Instance and Submission IDs and then input them into the Retrieve Form Variable's Process Instance so the Workflow can grab the information from a previously submitted Form.

 

For more examples here is a new Retrieve Business Process Variable action placed at the end of the Workflow and you can see it's list of usable tokens actively miss both Retrieve Processes at the top, as well as the Create Token and any other item that makes usable tokens aside from a select few activites and even those only give me access to some very basic default token options.

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SELECTED ANSWER
replied on June 7, 2021

Click Token Dialog at the top of the token menu.

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replied on June 7, 2021

Thanks!

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