Output

The Output task is a specialized component in OSPROV's workflow builder that enables you to extract and store data from workflow submissions into master data tables. These tables can then be used as data sources for dropdown selections in other forms, creating a powerful way to build interconnected workflows and maintain centralized reference data.

Purpose

The Output task is designed to:

• Extract specific data from workflow submissions
• Store this data in master data tables for future reference
• Create dynamic selection lists for forms
• Enable data reuse across different workflows
• Build interconnected business processes

Adding an Output Task to Your Workflow

Basic Setup

1. In the Workflow Builder, drag the Output task from the task palette onto the canvas
2. Click on the Output task to open its configuration panel
3. Configure the following required settings:
   • Title for process: Enter a descriptive title that will appear in the submission history
   • Label for status: (Optional) Override the default status label
   • Submission Output Name: Enter a name for the master data table that will be created
   • Text: Specify which field from the submission should be used as the display text in the master data table

Output Configuration

The Output task requires two key pieces of information:

Submission Output Name — the name of the MasterData table to write to.

• The name is lowercased and prefixed with md_ internally (e.g. ApprovedVendors → table md_approvedvendors). No character validation is enforced by the system, but use alphanumeric characters and underscores only as a strong recommendation — spaces and special characters in table names can cause issues in SQL and exports. Examples: ApprovedVendors, Active_Projects, CertifiedCourses.
• The table is created automatically when you publish the workflow, via a background queue job — not when the first submission runs through it. If you add an Output task to an already-published workflow, re-publish to generate the table.
• If two workflows use the same Output Name, they write into the same shared MasterData table. This is intentional when multiple workflows should contribute to one list — but make sure reuse is deliberate.

Text — which value from the submission becomes the display label in the MasterData table (what users see in the dropdown).

What to type	What it gives you
name (default)	Auto-detects a field named name, nama, title, subject, or tajuk on the main form. Falls back to the submission reference if none found.
Any field key	The value of that specific form field
submissionId	The submission reference, e.g. SUB-0001
submittedBy	Username of who submitted
submittedOn	When submitted
submissionName	Full submission name
forms.2.fieldKey	A field from the 2nd supplementary form
datagridKey.innerField	A column from a datagrid, e.g. itemList.itemName — see note below

Datagrid in Text — only the last row is stored

If you reference a datagrid column in the Text field, the system processes every row but because all rows share the same submission ID, only the last row's value survives in the MasterData record. Use a non-datagrid field for Text unless the last row value is what you specifically want.

Advanced Settings

Visibility Settings

• Hide from submission history: When checked, prevents this output task from appearing in the submission history
  • Useful for keeping the submission history focused on user actions
  • The output operation still occurs, but isn't visible in the history
  • Helps reduce clutter in complex workflows with many tasks

How Output Tasks Work

When a workflow reaches an Output task:

1. The system extracts the specified field value from the submission
2. The value is written into the MasterData table using updateOrInsert — one submission always produces exactly one record. If the same submission passes through Output again (e.g. on resubmission), the existing record is updated, not duplicated.
3. The stored value in the MasterData record is the source submission ID (a number), not the display text. The display text is the label. This numeric value is why OSPROV automatically shows a link icon next to the field in submission views — clicking it opens the original submission.
4. The workflow automatically proceeds to the next task.
5. If the Output operation fails, the task is marked invalid but the workflow still continues — nothing is blocked.

Unlike action tasks (Approve, Review, Process), Output tasks:

• Do not appear in users' task lists
• Do not require any user action to complete
• Execute automatically and immediately
• Create persistent data that remains available after the workflow completes

Using Output Data in a Form

Once data is in the MasterData table, connect it to a form dropdown:

1. Add a Select component to a form
2. Open Data tab → set Data Source Type to URL
3. Set the URL to /masterdata/{Submission Output Name} — e.g. /masterdata/ApprovedVendors
4. Set Value Property to value
5. Optionally set Search Query Name to search to enable live server-side filtering for large tables

The URL must match the Submission Output Name exactly — it is case-sensitive. ApprovedVendors and approvedvendors are different tables.

As more submissions pass through the Output task in the workflow, the dropdown list grows automatically. You do not need to update the form.

Use Cases

Reference Data Management

Use Output tasks to build and maintain reference data:

• Extract approved vendors from a vendor approval workflow
• Collect validated product codes from a product registration workflow
• Build a catalog of approved services from a service definition workflow

Dynamic Selection Lists

Create dynamic selection lists that grow as workflows are completed:

• Build a list of approved projects for project-related forms
• Maintain a catalog of training courses from course creation workflows
• Create a directory of approved locations from location validation workflows

Data Integration

Use Output tasks to make data available across different workflows:

• Extract customer information from onboarding workflows for use in service requests
• Make approved budget codes available in purchase request forms
• Share validated equipment IDs across maintenance workflows

Workflow Interconnection

Connect different workflows through shared data:

• Use output from approval workflows as input options in request workflows
• Extract project milestones for use in reporting workflows
• Make approved policies available in compliance workflows

Best Practices

1. Meaningful table names: Choose descriptive names for your output tables that clearly indicate their purpose
2. Reliable text fields: Select text fields that will always have meaningful values for users to select from
3. Strategic placement: Position output tasks after validation or approval steps to ensure only quality data is stored
4. Data maintenance: Consider how data will be maintained over time, including removal of obsolete entries
5. Testing: Always test output tasks to ensure they extract the expected data
6. Documentation: Document which workflows contribute to which master data tables for future reference

Troubleshooting

Output Data Not Being Stored

If output data isn't being stored:

• Verify that the specified text field exists in the submission
• Check that the field contains data when the output task runs
• Ensure the field name is correctly specified (case-sensitive)
• Check the system logs for any errors during the output operation

Output Data Not Appearing in Form Dropdowns

If output data isn't appearing in form dropdowns:

• Verify that the correct master data table is selected in the form field properties
• Check that data has been successfully stored in the master data table
• Ensure the form has been published after configuring the dropdown
• Test with a new submission to see if the data appears

Duplicate or Unwanted Data

If you're seeing duplicate or unwanted data in your master data tables:

• Review the workflow to ensure the output task only runs when appropriate
• Consider using conditional tasks to control when the output task executes
• Remember that each submission that passes through the output task will add or update an entry

Related Features

• Form Builder: Create forms that use master data tables as dropdown sources
• Conditional Tasks: Control when output tasks execute based on submission data
• Master Data Management: View and manage master data tables in the admin interface

Summary

The Output task is a powerful component in OSPROV's workflow builder that enables data extraction and reuse across workflows. By strategically placing output tasks in your workflows, you can build interconnected business processes where data from one workflow becomes available in others through dynamic selection lists.

Unlike action tasks that require user interaction, output tasks execute automatically and create persistent data that remains available after the workflow completes. This makes them ideal for building reference data, creating dynamic selection lists, and connecting different workflows through shared data.