Cloud forms processes, looping back to tasks, and updating variables

asked on May 2, 2023

Hello,

I have a complex business process that I noticed this behavior in, but I have reproduced it in a simple example.

- Process starts with a start form which contains one field called revision and it is defaulted to 1
- After submitting, the second form shows the revision field as well as a RTF field that uses the "revision" variable in its text

- After submitting the RTF form there is a save to repository which saves the Revision number to a field value and uses the revision number in the filename

- Following the save, there is a condition to branch to the exit or to a workflow to increment the rev number by 1 and loop back to the RTF form
- Back at the RTF form the revision field has been updated to 2 but the RTF field does not update to show the new revision number. I believe this is due to the fact that the RTF field is now defined as a variable itself and the process is just showing the existing variables. Is there a way to have the process recreate the form with new values instead? (this is the first question)

- After the RTF form is submitted the second time, the variable for revision is 2, but the save to repository does not use that updated variable from the most recent submission to set the file name or set the field value. A second file is saved in the repository with the same name, including "rev 1" and (2) at the end. The revision field on the document is set as 1. The revision variable at this point is 2.
Why doesn't it use the most recently submitted variable in the save to repository? (this is the second question)

The save to repository is using data submitted from the process step

If I use the current process data it works fine, the filename is correct and the field value is set appropriately, however, this will not work for my customer's main process since that uses the option to select the form based on variable and that submitted form from the task is what is needed to save. The correct form is saved, but that variables set on that submission are not used.

They are working around this by using a workflow after the save to repository to find the saved form and update the field values.

Is this a bug? I would expect that when using "Save Submitted Form" that the system would use the most recent submission.

0 0

replied on May 2, 2023

Hi Jim, You should be using "Save a Form with Current Data" if you want the most up to data to be used when saving the form. Above you use Submit the form from the process step, which will also use the data values at that step as well.

0 0

replied on May 2, 2023

Thank Steve, I got that but in my customer's process they set the form in the user task by a variable. Is there a way to use "Form Based on Variable" with "Save a form with the current process data" where the saved form is also the one selected by variable?

0 0

replied on May 2, 2023

You would likely need to create a condition with the Form choice variable and that would branch out to the different Save to forms as they can only be chosen statically.

0 0

Question

Question

Cloud forms processes, looping back to tasks, and updating variables

Replies

Sign in to reply to this post.