Workflow tables and schema

Updated 1 month ago by Abhiram

Custom tables

In your account, each process or flow will have its own table. These tables will include both custom fields and a set of common system fields. Each flow type is associated with a unique collection of system fields. System fields are easily identified since they begin with a '_'. For instance, _id, _flow_name, and so forth. This also applies to child tables.

System fields in custom tables

Field name

Type

Description

_id

Text

The unique ID of the item.

Name

Text

The name of the item.

_created_by._id

String

The ID of the user who created the item.

_created_by.kind

String

A value that indicates whether an individual user or user group created the item.

_created_by.Name

String

The name of the user who created the item.

_modified_by._id

String

The ID of the user who last modified the item.

_modified_by.Kind

String

A value that indicates whether an individual user or user group modified the item.

_modified_by.Name

String

The name of the user who last modified the item.

_created_at.v

DateTime

The date and time when the item was initiated.

_created_at.dv

String

The date and time (in string format) when the item was initiated.

_created_at.tz

String

The time zone applicable for the date and time when the item was initiated.

_modified_at.v

DateTime

The date and time when the item was last modified.

_modified_at.dv

String

The date and time (in string format) when the item was last modified.

_modified_at.tz

String

The time zone applicable for the date and time when the item was last modified.

_flow_name

Text

The name of the flow or process.

_current_step

String

The name of the current step in a process.

_current_assigned_to

Array

A list of user(s) to whom the step is currently assigned.

_completed_at.v

DateTime

The date and time when the item has completed its workflow steps (End, Rejected, Withdrawn).

_completed_at.dv

String

The date and time (in string format) when the item has completed its workflow steps.

_completed_at.tz

String

The time zone applicable for the date and time when the item has completed its workflow steps.

_status

String

The current status of the item (InProgress, WIthdrawn, Rejected, or Completed).

_stage

Number

A numerical value that indicates the status of the item:1- In progress, 2- Completed, 3 -, 4- Rejected, 5- , 6- Withdrawn

_restart_info

Object

The date and time when the item was restarted.

_root_process_instance

String

The root process instance ID.

_submitted_at.v

DateTime

The date and time when the item was submitted.

_submitted_at.dv

String

The date and time (in string format) when the item was submitted.

_submitted_at.tz

String

The time zone applicable for the date and time when the item was submitted.

_request_number

Number

A sequential count of all the submitted items.

_is_public_form

Boolean

A boolean value that indicates whether the item was created from a public form. For instance, this field is TRUE when the item is created from a public form.

_counter

Number

A sequential count of all the items including drafts.

_progress

Number

A percentage value that indicates the progress of an item in a workflow.

_source_instance

Text

The ID of the source item from which the current item is duplicated.

Workflow tables

You can choose the workflow tables that you want to import to a BI tool when you connect it to your Snowflake account with Kissflow data. Workflow tables include both system tables as well as custom tables for all the processes you have created in Kissflow.

You can make use of the fields listed in these tables to generate various kinds of reports and tables. 

There are two system tables under Process:

  • PROCESSINSTANCE - It lists the details of all items across all processes in your Kissflow account.
  • ACTIVITYINSTANCE - It lists the details of the entire history of an item instance from a process.
Process instance table

Field name

Type

Description

_id

String

The ID of the process instance.

ParentProcessInstance

String

The ID of the parent process instance when the process workflow contains parallel branches. This field will be NULL if there are no parallel branches in the workflow.

_root_process_instance

String

The ID of the root process instance when the process workflow contains parallel branches. This field will be NULL if there are no parallel branches in the workflow.

CurrentActivityInstance

String

The ID of the current activity instance.

CurrentActivityDef

String

The name of the current activity.

PreviousActivityInstance

String

The ID of the previous activity instance.

ParentActivityInstance

String

The ID of the parent activity instance when the workflow contains multiple branches.

StartActivityInstance

String

The ID of the activity instance when it's started.

AssignedTo

Array

The name of the user(s) to whom the current step is assigned.

AssignedAt.v

DateTime

The date and time when the current step was assigned.

AssignedAt.dv

String

The date and time when the current step was assigned, in a string format (YYYY-mm-ddT H:M:SZ).

AssignedAt.tz

String

The time zone for the date and time when the step was assigned. This is currently GMT for all instances.

ExpectedAt.v

String

The SLA for step completion. This is derived based on the date and time when the step was assigned.

ExpectedAt.dv

String

The SLA for step completion in string format.

ExpectedAt.tz

String

The time zone for the date and time when the step is expected to be complete. This is currently GMT for all instances.

InstanceId

String

The unique ID of the process instance.

SLA

String

The SLA for step completion in minutes.

AssignmentType

String

The type of step assignment for approval. The assignment type will have one of the following values: Default, Round robin, or Least loaded.

WorkflowModelId

String

The ID of the process workflow.

_status

String

The status of the process instance. This is the branch status if the process has multiple branches.

_stage

Number

A numerical value that denotes the item status: 1-InProgress, 2-Completed, 3-Skipped , 4-Rejected, 5-Sendback, 6- Withdrawn, 7-Stopped, 8-SendbackToInitiator

ActedBy

MultiUser

A list of user(s) who approved the process item.

Activity instance table

Field name

Type

Description

_id

String

The unique ID of the activity instance.

PreviousActivityInstance

String

The ID of the previous activity instance.

NextActivityInstance

String

The ID of the following activity instance.

ActivityDef

String

The unique ID of the process step.

ParentActivityInstance

String

The ID of the parent activity instance when the workflow contains multiple branches.

ProcessInstance

String

This will contain the respective process instance ID.

RootProcess

String

This will contain the root process instance ID.

NodeType

String

The type of process step. 

ScriptName

String

The name of the process step.

ActedBy

Array

A list of user(s) who approved the process item.

ActedAt.v

DateTime

The date and time when the process step was approved.

ActedAt.dv

String

The date and time (in string format) when the process step was approved.

ActedAt.tz

String

The time zone for the date and time when the process step was approved. This is currently GMT for all instances.

ExpectedAt.v

DateTime

The date and time when the process step is expected to be complete.

ExpectedAt.dv

String

The date and time (in string format) when the process step is expected to be complete.

ExpectedAt.tz

String

The time zone applicable for the date and time when the process step is expected to be complete. This is currently GMT for all instances.

AssignedAt.v

DateTime

The date and time when the process step was assigned.

AssignedAt.dv

String

The date and time (in string format) when the process step was assigned.

AssignedAt.tz

String

The time zone applicable for the date and time when the process step was assigned. This is currently GMT for all instances.

ActualAssignedTo

Array

The list of user(s) assigned to approve the process step.

MinRequiredApproval

Number

The minimum number of approvals required to proceed to the next step.

AssignedTo

MultiUser

The current list of user(s) currently assigned to approve the process step.

IsSLABreached

Boolean

A boolean value that indicates whether the SLA is breached for a step. For instance, if the value is true, it indicates that the SLA is crossed.

_status

String

The status of the process step. The status can be InProgress, Completed, Rejected, Withdrawn, or SendBack.

_stage

Number

A numerical value that denotes the item status: 1-InProgress, 2-Completed, 3-Skipped , 4-Rejected, 5-Sendback, 6- Withdrawn, 7-Stopped, 8-SendbackToInitiator.

ActualTimeTaken

Number

The total time taken to approve a request.

ReassignList

JSON

A list of user(s) to whom the step has been reassigned.

Note

String

Notes, if any, added for a process step.

AssignmentRule

String

The type of step assignment for approval. The assignment type will have one of the following values: Default, Round robin, or Least loaded.

DelegatedFrom

User

The ID of the user from whom the request was delegated.

Workflow views

Apart from tables. 

User group view

Field name

Type

Description

UserId

String

_id from User table

GroupId

String

_id from Group table in which the user is part of. For each group user belong, one row will be present.

Email

String

Email id of the user marked in Kissflow user management.

UserName

String

Name of the user marked in Kissflow user management.

Designation

String

Designation of the user marked in Kissflow user management.

Workload actor

Field name

Type

Description

ActivityInstanceId

String

_id from ActivityInstance table.

ActedByName

String

Name of the user who did that activity

ActedById

String

ID of the user who did that activity.

StepName

String

Step that was involved in that activity. ScriptName from ActivityInstance table.

ActedAt

DateTime

The date and time when the activity was acted upon.

AssignedAt

DateTime

The date and time when the activity was assigned.

ExpectedAt

DateTime

The date and time when the activity is expected to complete.

Status

String

The current status of the item (InProgress, WIthdrawn, Rejected, or Completed).

FlowName

String

The flow name of the activity.

ActualTimeTaken

Number

The actual time taken for the activity to complete.

IsSLABreached

String

Shows whether the SLA was breached for the activity

ProcessInstanceId

String

The process instance ID of the process item.

ModifiedAt

DateTime

The date and time when the activity was modified.

AssignmentRule

String

The type of step assignment for approval. The assignment type will have one of the following values: Default, Round robin, or Least loaded.

Workload assignment

Field name

Type

Description

ProcessInstanceId

String

_id from ProcessInstance table.

AssignedToName

String

The name of the user(s) to whom the current step is assigned.

AssignedToId

DateTime

The ID to which the current step is assigned.

FlowName

String

WorkflowModelId from ProcessInstance table

AssignedAt

DateTime

The date and time at which the ProcessInstance is assigned to someone.

Status

String

The current status of the item (InProgress, WIthdrawn, Rejected, or Completed).

ModifiedAt

DateTime

The date and time at which the ProcessInstance was modified.


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