Data screen

Shows a list of process data variables that you can use to configure your activity or form control, instead of fixed values.

As an alternative to using literal data in a configuration field, process data variables are short strings that let you use data that changes with input from process participants or external systems.

For example, if you want to use a person's birth date, instead of entering the literal information like "January 15, 1962," you could use a variable called "BirthDate" that gets the information from a form field, your process, data in your app, or an external data source, such as a database, or a SharePoint list.

Background and Setup

Video: Configuring Process Data

Video: Process Designer Overview

Video: Process-Based App (Modern)

Video: Manage Your Organization

Examples

Form Data tab

Shows a list of form fields that exist from the eForms in the app.

Figure: Form Data tab

Form Data tab

Fields

Field NameDefinition

Search Search icon
Function:
Does a search of process data variables to use in your apps.
Limitations:

This field is available in these releases:

Xpath
Function:
Shows the Xpath of the selected process data variable.
Accepted Values:
Read only.
Default Value:
None
Limitations:
Only these user types can change the Xpath field:

Model Data tab

Shows a list of process data variables from the process schema.

Figure: Model Data tab

Model Data tab

Fields

Field NameDefinition

Edit Edit icon
Opens this Screen:
Data Model screen
Function of this Screen:
Configures a data model for a process.
Example:
Refer to:

Search Search icon
Function:
Does a search of process data variables to use in your apps.
Limitations:

This field is available in these releases:

Xpath
Function:
Shows the Xpath of the selected process data variable.
Accepted Values:
Read only.
Default Value:
None
Limitations:
Only these user types can change the Xpath field:

Data Source tab

Shows a list of variables from the external data source that is configured for the app.

Figure: Data Source tab

Data Source tab

Fields

Field NameDefinition

Data Source (External)
Opens this Screen:
Data Model screen
Function of this Screen:
Configures a data source for a process.
Example:
Refer to:

Search Search icon
Function:
Does a search of process data variables to use in your apps.
Limitations:

This field is available in these releases:

Xpath
Function:
Shows the Xpath of the selected process data variable.
Accepted Values:
Read only.
Default Value:
None
Limitations:
Only these user types can change the Xpath field:

System Data tab

System data variables are the variables that come out of the box (OOTB) for you to use in your apps. System data variables are common types of data that are used in many apps.

Note: System data variables are sometimes referred to as system tokens.
Figure: System Data tab

System Data tab

Fields

Field NameDefinition

Activity Display Name
Function:
The name of the activity that shows in your process.
Common Usage:
In an activity reminder e-mail to specify the name of the activity that has been assigned to a participant.
Limitations:

Activity Name
Function:
The name of the activity shown in your process model.
Common Usage:
In an activity reminder e-mail to specify the name of the activity that has been assigned to a participant.
Limitations:

Activity Participant Full Names
Function:
The full names of the activity's participants.
Common Usage:
In the body of an email template to show the full names of the activity's participants.
Limitations:

Activity Participant User Names
Function:
The user names of the activity's participants.
Common Usage:
In the body of an email template to show the system names of the activity's participants. The ActivityParticipantUserNames attribute uses a comma as the string's delimiter. Since the To and CC fields of an e-mail template only recognize semicolon as the delimiter for specifying multiple recipients, the ActivityParticipantUserNames macro cannot currently be used in the To or CC field of an e-mail template when there are multiple participants for the activity.
Limitations:

Add New Record URL
Function:
The URL of the Create form for a form-based app.
Common Usage:
This variable is used in the default, out-of-the-box email templates for form-based apps.
Limitations:

Application Designers Email
Function:
The email addresses of all the members in the App Designers permission group for the app.
Common Usage:
  • This variable uses a semicolon (;) as the delimiter between the email addresses. The From, To, or CC fields of an email template also use a semicolon (;) as the delimiter to specify more than one recipient. Therefore, this variable can be used in the From, To, or CC fields of an email template.
  • You can use this variable in a form control that accepts text input.
Limitations:

This field is available in these releases:

Application Designers Full Name
Function:
The full names of all the members in the App Designers permission group for the app.
Common Usage:
  • This variable uses a semicolon (;) as the delimiter between the email addresses. The From, To, or CC fields of an email template also use a semicolon (;) as the delimiter to specify more than one recipient. Therefore, this variable can be used in the From, To, or CC fields of an email template.

    When you use this variable in the From, To, or CC fields in an email template, the value is changed to an email address at runtime.

  • You can use this variable in a form control that accepts text input.
Limitations:

This field is available in these releases:

Application Designers User Name
Function:
The user names of all the members in the App Designers permission group for the app.
Common Usage:
  • This variable uses a semicolon (;) as the delimiter between the email addresses. The From, To, or CC fields of an email template also use a semicolon (;) as the delimiter to specify more than one recipient. Therefore, this variable can be used in the From, To, or CC fields of an email template.

    When you specify the user name in the From, To, or CC fields in an email template, the user name is changed to an email address at runtime.

  • You can use this variable in a form control that accepts text input.
Limitations:

This field is available in these releases:

Application Owners Email
Function:
The email addresses of all the members in the App Owners permission group for the app.
Common Usage:
  • This variable uses a semicolon (;) as the delimiter between the email addresses. The From, To, or CC fields of an email template also use a semicolon (;) as the delimiter to specify more than one recipient. Therefore, this variable can be used in the From, To, or CC fields of an email template.
  • You can use this variable in a form control that accepts text input.
Limitations:

This field is available in these releases:

Application Owners Full Name
Function:
The full names of all the members in the App Owners permission group for the app.
Common Usage:
  • This variable uses a semicolon (;) as the delimiter between the email addresses. The From, To, or CC fields of an email template also use a semicolon (;) as the delimiter to specify more than one recipient. Therefore, this variable can be used in the From, To, or CC fields of an email template.

    When you use this variable in the From, To, or CC fields in an email template, the value is changed to an email address at runtime.

  • You can use this variable in a form control that accepts text input.
Limitations:

This field is available in these releases:

Application Owners User Name
Function:
The user names of all the members in the App Owners permission group for the app.
Common Usage:
  • This variable uses a semicolon (;) as the delimiter between the email addresses. The From, To, or CC fields of an email template also use a semicolon (;) as the delimiter to specify more than one recipient. Therefore, this variable can be used in the From, To, or CC fields of an email template.

    When you specify the user name in the From, To, or CC fields in an email template, the user name is changed to an email address at runtime.

  • You can use this variable in a form control that accepts text input.
Limitations:

This field is available in these releases:

App Display Name
Function:
The name of an app that shows in AgilePoint NX.
Common Usage:
In an eForm to show the display name of the app.

App Name
Function:
The name of an app shown in AgilePoint NX.
Common Usage:
In an eForm to show the name of the app.

Assigned Participant Groups
Function:
All the groups where the participants assigned to a task are members.
Common Usage:
In a rule to show or hide form controls for a runtime app user based on his group membership.

Current Date
Function:
The date and time at runtime.
  • If this variable is used to display data on an eForm, it will show the date and time when the eForm opens at a runtime app user's device.
  • If this variable is used to submit data in a process activity or form control, the value represents the date and time the form or process activity executes.
Common Usage:
  • Update date fields in an InfoPath form or to set date fields in a database.
  • Show a date anywhere in an app.
Example:
Refer to:

Default View URL
Function:
The URL of the View form in a form-based app.
Common Usage:
This variable is used in the default, out-of-the-box email templates for form-based apps.
Limitations:

Delegated User Full Name
Function:
The full name of the user to whom the task is delegated.
Common Usage:
In the body of an activity reassignment e-mail to show the full names of the users to whom the task is delegated.

Delegated User Name
Function:
The user names to whom the task is delegated.
Common Usage:
In the body of an activity reassignment e-mail to show the system names of the users to whom the task is delegated.

Edit Record URL
Function:
The URL of the Update form for a form-based app.
Common Usage:
This variable is used in the default, out-of-the-box email templates for form-based apps.
Limitations:

eForm Report Viewer URL
Function:
The URL of the eForm report view for an app.
Common Usage:
  • In the body of an email template to specify the URL of the eForm report view.
  • You can use this variable in a form control that accepts text input.
Limitations:

This field is available in these releases:

Home Directory
Function:
The path for which AgilePoint Server is installed.
Common Usage:
In the Attachments field of an email template to construct a path to files on the AgilePoint Server.

Is Business Hour
Function:
Returns true if a time is within the organization's business hours, and false if the time is not within business hours, as specified in the work calendar.
Common Usage:
In a hidden form field to make sure that the form is submitted during business hours.

Last 1 Month
Function:
To show all the process instances that have been completed in the last 1 month.
Common Usage:
You can use this variable on an eForm to show the process instances that have been completed in the last 1 month.

Last 3 Months
Function:
To show all the process instances that have been completed in the last 3 months.
Common Usage:
You can use this variable on an eForm to show the process instances that have been completed in the last 3 months.

Last 7 Days
Function:
To show all the process instances that have been completed in the last 7 days.
Common Usage:
You can use this variable on an eForm to show the process instances that have been completed in the last 7 days.

Parent Process ID
Function:
The unique ID of the parent process.
Common Usage:
In an email template to notify the administrator user that there is an error in the parent process.

Parent Process Instance ID
Function:
A unique, 32-bit GUID that represents the parent process instance that starts the subprocess.

You can use this variable in a form control that accepts text input.

Parent Process Viewer URL
Function:
The URL of the Process Viewer for the parent process of the subprocess.
Common Usage:
  • In the body of an email template to specify the URL of the process viewer for the parent process of the subprocess.
  • You can use this variable in a form control that accepts text input.
Limitations:

This field is available in these releases:

Portal URL
Function:
The URL of the AgilePoint NX Portal.
Common Usage:
You can use this variable in a form control that accepts text input.
Limitations:

This field is available in these releases:

Process Model Display Name
Function:
The name of the process model that shows in AgilePoint NX.
Common Usage:
In an eForm to show the display name of the process model.

Process ID
Function:
The unique ID of a process.
Common Usage:
In the body of an email template to provide the administrator user with the identification code assigned to the process instance.

Process Initiator
Function:
The user who initiated the process.
Common Usage:
Example:
Refer to:

Process Initiator Groups
Function:
All the groups where the process initiator is a member.
Common Usage:
In a rule to show or hide form controls for a runtime app user based on his group membership.

Process Initiator Location
Function:
The location (IP address) of the user who initiated the process.
Common Usage:
In the body of an email template to specify the IP address of the process initiator.

Process Instance ID
Function:
The unique ID of a process instance.
Common Usage:
In the body of an email template to provide the administrator user with the identification code assigned to the process instance..

Process Instance Name
Function:
The name of the process instance.
Common Usage:
In an email template to notify the administrator user that there is an error in a specific instance of a process..

Process Name
Function:
Name of the activity.
Common Usage:
In an email template to notify the administrator user that there is an error in a specific instance of a process..

Process Participants Emails
Function:
The e-mail addresses of all of the process's participants.
Common Usage:
In the From, To, and CC fields of an email template.

Process Participant Full Names
Function:
The full names of the process's participants.
Common Usage:
In the body of an email template to show the full names of the process participants.

Process Participant User Names
Function:
The user names of the process's participants.
Common Usage:
In the To field of an email template to send an e-mail notification to the process's participants letting them know there has been a change in the process.
Limitations:

Process Started Date
Function:
The start date of the process.
Common Usage:
In the body of an email template to show the date for which the process started.

Process Model ID
Function:
The unique ID of the process model.
Common Usage:
In the body of an email template to specify the unique identification code of the process model.

Process Model Name
Function:
The name of the process model.
Common Usage:
In the body of an email template when referring to the name of the process model.

Process Model Report File
Function:
The name of the report associated with a process.
Common Usage:
Attach the process model report file in an email template.

Process Model Version
Function:
The version of the process.
Common Usage:
In the body of an email template to specify the version of the process model.

Process Viewer URL
Function:
The URL of the Process Viewer for the running process instance.
Common Usage:
  • In the body of an email template to specify the URL of the process viewer for a current process.
  • You can use this variable in a form control that accepts text input.
Limitations:

This field is available in these releases:

Session
Function:
The task session ID.
Common Usage:
Refer to a specific session or occurrence of a task when a process is in a loop. The Session ID is updated each time the process loops.

Also refer to Task ID.

Limitations:

Source Task Participant Full Name
Function:
The full name of the task's participant associated with the original task (i.e. reassigned).
Common Usage:
Update date fields in an InfoPath form or to set date fields in a database.
Limitations:
  • Specific to human task activities.
  • This variable is not supported in the To, CC, BCC, or From fields of an e-mail template.

Source Task Participant User Name
Function:
The user name of the task's participant for the original task (i.e. reassigned).
Common Usage:
In the To field of an email template to send an activity reassignment e-mail to the activity's participants letting them know an activity has been assigned to them.
Limitations:

Stage Name
Function:
The name of the activity that is currently running.

You can use this variable in a form control that accepts text input.

System User Email Address
Function:
The e-mail address of the system user.
Common Usage:
In the From, To, and CC fields of an email template.

System User Name
Function:
The name of the system user.
Common Usage:
In the body of an email template to show the name of the system user.

Task Assigned Date
Function:
The date the task was assigned.
Common Usage:
In an incoming or activity completion e-mail notifying a participant of the date for which a task has been assigned.

Task Due Date
Function:
The due date of the task.
Common Usage:
In an incoming or activity overdue e-mail notifying a participant of the date for which a task is due.

Task ID
Function:
The unique task ID.
Common Usage:
In an e-mail template associated with an activity initiation e-mail to specify the unique ID of the task that has been assigned. See Session.
Limitations:

Task Name
Function:
The name of the task.
Common Usage:
In an e-mail template associated with an activity initiation e-mail to specify the name of the task that has been assigned.
Limitations:

Task Participant Full Name
Function:
The full name of the task's participant.
Common Usage:
In the body of an email template to show the full names of the task's participants.

Task Participant User Name
Function:
The user name of the task's participant.
Common Usage:
In the To field of an email template to send a activity reassignment e-mail to the task's participants letting them know a task has been re-assigned. If you use the ${TaskParticipantUserName} process data variable in the To field instead of specifying the entire list of participants in the To field, then for each participant, a separate e-mail will be sent, and none of the participants will receive duplicate copies of the e-mail.

Task URL
Function:
The URL of the form for a task.

This variable uses an instance of a human task activity (a task) in a process instance to get the task ID. It creates the URL with the task ID at runtime.

Common Usage:
Limitations:

This field is available in these releases:

Top Level Process Viewer URL
Function:
The URL of the Process Viewer for the primary process in an app.
Common Usage:
  • In the body of an email template to specify the URL of the process viewer for the primary process when there are more than one subprocesses.
  • You can use this variable in a form control that accepts text input.
Limitations:

This field is available in these releases:

User Department
Function:
The department name of the user.
Common Usage:
You can use this variable in a form control that accepts text input.

User Domain Name
Function:
The domain name of the user.
Common Usage:
You can use this variable in a form control that accepts text input.

User Email
Function:
An e-mail address of the user.
Common Usage:
You can use this variable in a form control that accepts text input.

User Full Name
Function:
The full name of the user.
Common Usage:
You can use this variable in a form control that accepts text input.

User Groups
Function:
All groups where the user is a member.
Common Usage:
You can use this variable in a form control that accepts text input.

User Locale
Function:
The locale of the user.
Common Usage:
You can use this variable in a form control that accepts text input.

User Manager Email ID
Function:
The e-mail address of the user's manager.
Common Usage:
In the From, To, and CC fields of an email template.

User Manager Full Name
Function:
The full name of the user's manager.
Common Usage:
You can use this variable in a form control that accepts text input.

User Manager Name
Function:
The manager name for the user.
Common Usage:
You can use this variable in a form control that accepts text input.

User Name
Function:
The name for the user that includes the domain name.
Common Usage:
You can use this variable in a form control that accepts text input.

User Registered Date
Function:
The date when the user was registered in AgilePoint NX.
Common Usage:
You can use this variable in a form control that accepts text input or in the body of an email template to show the date on when the user was registered in AgilePoint NX.
Limitations:

This field is available in these releases:

User Roles
Function:
All the roles where the user is a member.
Common Usage:
You can use this variable in a form control that accepts text input.

User Title
Function:
The job title for the user.
Common Usage:
You can use this variable in a form control that accepts text input.

View Record URL
Function:
The URL of the record created in a form-based app.
Common Usage:
This variable is used in the default, out-of-the-box email templates for form-based apps.
Limitations:

Work Item ID
Function:
The unique ID of the work item.
Common Usage:
In the body of an email template to show the unique ID of a work item.

Doc Lib Path (SharePoint Only)
Function:
The relative path of the document library (e.g. Testemail).
Common Usage:
In an email template when specifying the path to a document library in your SharePoint Portal Server.

Doc Name (SharePoint Only)
Function:
The name of the document (e.g. Testemail-2005-0036.xml).
Common Usage:
In an email template when specifying the name of an InfoPath form.

Doc URL (SharePoint Only)
Function:
The full document path (e.g. http://pearl:8084/sites/AgilePointFinancialSite/Testemail/Testemail-2005-0036.xml).
Common Usage:
In an email template when specifying the path to a document on your SharePoint server.

Folder Path (SharePoint Only)
Function:
The relative path to a folder on your SharePoint site.
Common Usage:
In an email template to specify the path to a folder in your SharePoint server.

Folder URL (SharePoint Only)
Function:
The relative path of the folder (e.g. /sites/AgilePointFinancialsFolder).
Common Usage:
In an email template to specify the URL of a folder on your SharePoint Portal server machine.

List ID (SharePoint Only)
Function:
The unique ID of the list in SharePoint.
Common Usage:
In an email template to specify the list in your SharePoint site.

List Item ID (SharePoint Only)
Function:
The unique ID of the list item in SharePoint.
Common Usage:
In an email template to specify a list item to change.

Site ID (SharePoint Only)
Function:
The unique ID of the site in SharePoint.
Common Usage:
In an email template to specify the site in SharePoint.

Site Path (SharePoint Only)
Function:
The relative path of the site (e.g. /sites/AgilePointFinancialSite).
Common Usage:
In an email template when specifying the path to a document library in SharePoint.

Subsite Path (SharePoint Only)
Function:

The relative path of the SharePoint subsite — for example, /sites/subsite/AgilePointFinancialSite.

Common Usage:
In an email template when specifying the path to a document library in SharePoint.

SharePoint Server (SharePoint Only)
Function:
The SharePoint URL (e.g. http://pearl:8084).
Common Usage:
In body of an email template to build a link to an item on your SharePoint server.

Web ID (SharePoint Only)
Function:
The unique ID of a SharePoint web address.
Common Usage:
In an email template to specify the SharePoint web address.

Unique 32 Bit ID
Function:
A unique, 32-bit alphanumeric string in GUID format. Under certain conditions, a GUID can be created when a process runs.
Common Usage:
You can use a GUID in a form control that accepts text input.

Record ID (Salesforce Only)
Function:
The unique ID of the record in Salesforce.
Common Usage:
In an email template to specify a Salesforce record.

Supported Language

Function:
The language for the process initiator.
Common Usage:
You can use this variable in a form control that accepts text input.

Search Search icon
Function:
Does a search of process data variables to use in your apps.
Limitations:

This field is available in these releases:

Xpath
Function:
Shows the Xpath of the selected process data variable.
Accepted Values:
Read only.
Default Value:
None
Limitations:
Only these user types can change the Xpath field:

Global Data tab

Shows a list of shared variables that exist in Manage Center. You can use the shared variables across different apps or environments using Manage Center.

Figure: Global Data tab

Global Data tab

Fields

Field NameDefinition

Search Search icon
Function:
Does a search of process data variables to use in your apps.
Limitations:

This field is available in these releases:

Xpath
Function:
Shows the Xpath of the selected process data variable.
Accepted Values:
Read only.
Default Value:
None
Limitations:
Only these user types can change the Xpath field:

Email Macro tab

Shows a list of macros you can use as process data variable to configure email templates.

Figure: Email Macro tab

Email Macro tab

Good to Know

  • This tab applies only to email templates. Email macros are a special type of variable only used in emails.
  • Email macros use a syntax that is different from other variable types.

Fields

Field NameDefinition

$CONVERTDATETIME()
Function:
Changes the current date-time value to a specified time zone.
Syntax:
$CONVERTDATETIME(ConvertDateTimeInAgilePoint)
Accepted Values:
The input for the (ConvertDateTimeInAgilePoint) parameter can be one of these:
Example:
  • $CONVERTDATETIME(06/16/2017 11:30:42 AM,Eastern Standard Time (North America) changes the value to 06/16/2017 03:00:42 AM
  • $CONVERTDATETIME(${/pd:AP/pd:formFields/pd:DateTime1},Japan Standard Time (Tokyo)) changes the stored current date and time value to 6/13/2017 3:02:06 PM

$FORMATDATETIME()
Function:
Converts a date-time value to a specified date-time format.
Syntax:
$FORMATDATETIME(ValidDateTimeInAgilePoint)
Accepted Values:
The input for the (ValidDateTimeInAgilePoint) parameter can be one of these:
This macro supports these date and time formats:
  • M/d/yyyy
  • M/d/yy
  • yyyy-MM-dd
  • d-MMM-yy
  • M.d.yyyy
  • d MMMM yyyy
  • MMMM yy
  • MMM-yy
  • M/d/yyyy h:mm
  • M/d/yyyy h:mm:ss
  • h:mm
  • h:mm:ss
  • HH:mm
  • HH:mm:ss
Example:
  • $FORMATDATETIME(06/08/2017 01:30:42,yyyy/M/d hh:mm) changes the value to 2017/6/8 01:30
  • $FORMATDATETIME(${/pd:AP/pd:formFields/pd:DateTime},M/d/yyyy h:mm) changes the stored value 31/07/20017 11:00:12 to 07/31/2017 11:00

$GROUP()
Function:
Gets the members of a group.
  • When used in the To, CC, and BCC fields of an email template, this macro gets the email addresses for all the members in the group.
  • When used in the the email body of an email template, this macro shows the names of all the members of the group.
Syntax:
$GROUP(ValidGroupNameInAgilePoint)
Accepted Values:
The input for the (ValidGroupNameInAgilePoint) parameter can be one of these:
Example:
  • $GROUP(Administrators)
  • $GROUP(${/my:myFields/my:groupname)

Also refer to:

$ROLE()
Function:
Gets the users who are assigned a role.
  • When used in the To, CC, and BCC fields of an email template, this macro gets the email addresses of all the users who are assigned the role. This includes the users who are members of a group that is assigned the role.
  • When used in the the email body of an email template, this macro shows the names of all the users who are assigned the role. This includes users who are members of a group who is assigned the role.
Syntax:
$ROLE(ValidRoleNameInAgilePoint)
Accepted Values:
The input for the (ValidRoleNameInAgilePoint) parameter can be one of these:
Example:
  • $ROLE(Manager)
  • $ROLE(${/my:myFields/my:rolename})

$MANAGER()
Function:
Gets the manager for the specified user name. In other words, UserName is the subordinate.
Syntax:
$MANAGER(UserName)
Accepted Values:
The input for the subordinate UserName parameter can be one of these:
Example:
  • $MANAGER(DOMAIN\john)
  • $MANAGER(${/my:myFields/my:username})

$URLSHORTNER()
Function:
Gets the short form of a URL.

To use this macro, you must have a Bitly access token.

For more information, refer to Access tokens for Bitly.

Syntax:
$URLSHORTNER(URL)
Accepted Values:
The input for the URL parameter can be one of these:
Example:
  • $URLSHORTNER(https://myportal.com/ApplicationBuilder/eFormRender.html?Process=MyDemo)
  • $URLSHORTNER(${/pd:AP/pd:formFields})
Limitations:

$XMLREPEATING2HTML()
Function:
When used in an email template, this macro returns an HTML table that contains the repeating data from the form in the generated email notification.
Syntax:
$XMLREPEATING2HTML(XpathRepeatingSchemaElement)
Accepted Values:
The input for the (XpathRepeatingSchemaElement) parameter is an Xpath to a repeating schema element from your AgilePoint NX app. To refer to a literal XML string from an Xpath, add a tilde (~) at the end of the path.
Example:
$XMLREPEATING2HTML(${/pd:AP/pd:formFields/pd:SubForm1_SubForm~})

Also refer to:

Common Usage:
In the body of an email template to show data from a subform.

$XMLREPEATING2HTMLWITHFILTER()
Function:
This macro formats the output in an HTML table, with the specified values removed.
Syntax:
$XMLREPEATING2HTMLWITHFILTER(XpathRepeatingSchemaElementWithFilter)
Accepted Values:
This macro accepts as a parameter an Xpath expression for the location of a schema element from your app.
Example:
$XMLREPEATING2HTMLWITHFILTER(${/pd:AP/pd:formFields/pd:SubForm1_SubForm~},{TextBox3;TextBox4},{DateTime2,M/d/yyyy h:mm})
Common Usage:
In the body of an email template to show data from a subform.