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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:

  1. Submission Output Name: This defines the name of the master data table that will be created

    • Each unique name creates a separate master data table
    • The system automatically prefixes the table name with "md_" in the database
    • Choose descriptive names that reflect the data being stored (e.g., "ApprovedVendors", "TrainingCourses")

  2. Text: This specifies which field from the submission should be used as the display text

    • Enter the field name (property name) from your form
    • To use the submission number, enter "submissionId"
    • To reference fields from supplementary forms, use "forms.N.field_name" (e.g., "forms.2.remark")
    • The system will extract this value and store it in the master data table

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. If the master data table doesn't exist yet, it's automatically created
  3. The extracted value is stored in the table along with a reference to the source submission
  4. The workflow automatically proceeds to the next task
  5. If the output operation fails (e.g., if the specified field doesn't exist), the task is marked as invalid but the workflow still proceeds

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 Forms​

Once data has been stored in a master data table, you can use it in forms:

  1. In the Form Builder, add a Select/Dropdown field to your form
  2. In the field properties, select "Master Data" as the data source
  3. Choose the master data table you created with the Output task
  4. The dropdown will now be populated with values from all submissions that have passed through the Output task

This creates a powerful way to build interconnected workflows where data from one process becomes available in others.

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
  • 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.