IBM FileNet P8, Version 5.2.1            

Workflow and database fields

There are two main types of fields that are used in the workflow system: workflow fields and database fields.

Workflow fields

Workflow fields are all of the user fields and system fields that are associated with a single workflow. A workflow field is a workflow property, which means that it can be used in one or more steps of a workflow. When the workflow is running, a field value set at one step will be available in subsequent steps that use the same field. The value of each field in a workflow is limited to the current instance of the workflow; each time the workflow runs, the values in the fields can be different, and can change as the workflow processes.

There are two types of workflow fields:
  • User fields. The workflow author defines fields to hold values for step parameters or for purposes of condition testing. A user field definition includes a name, data type, and an initial value. The workflow author, workflow administrator, and application developer typically work together to determine what user fields are needed and how they are to be used.
  • System fields. The workflow system automatically creates the fields that it needs to process a workflow. Although you use and reference system fields in your workflow, you cannot directly edit the values that they contain.
Database fields
You can create database fields to store the values of corresponding source fields (such as workflow fields) so that these values become searchable. In particular, database fields can be used for the following purposes:
  • For use in a search filter
  • For use in a database index
  • For logging information to the event log

A database field is part of a workflow structure such as a roster, queue, or event log. The database field and the source field must have the same name and the same (or similar) data type. Integer and float data types can be mixed.

Database fields are also known as exposed fields. Adding a field to the list of exposed fields does not create the field—the workflow author does that. In the same way, removing a field from the list of exposed fields does not delete the field—it simply makes the field unavailable for the uses listed above.

Important: The creation of database fields can adversely affect system performance in the following ways:
  • Event logs. Database fields affect the transmission of information to Case Analyzer, as well as the size of the Case Analyzer store and performance of Case Analyzer.
  • Workflow rosters. Database fields that change frequently can degrade performance. In addition, all database fields display by default to the user. If a work item does not contain a corresponding source field for a database field, no value is displayed.


Last updated: March 2016
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