System fields

Updated 4 weeks ago by Neil

Kissflow automatically captures data about every item that goes through a flow. For example, when a user creates a new item, Kissflow automatically stores who created the item and what time it was created. 

This data is stored in system fields. The values in system fields cannot be manually set or edited–they are only system-generated. However, they can be displayed, or used in expressions and reports. 

Each type of flow has a specific set of system fields associated with it. If you need any help using these fields, please reach out to our support team. 

System fields

Field ID

Data Type

Description

Processes

Projects

Cases

Name

Text

The unique Item name given to each item

Y

Y

Y

_flow_name

Text

The name of the flow

Y

Y

Y

_status1

Text

The status of an item 

Y

Y

Y

_request_number

Number

A sequential count of all the submitted items

Y

-

-

_counter

Number

A sequential count of all the items including drafts

Y

Y

Y

_progress

Number

The percent of the workflow that an item has completed 

Y

-

-

_current_step

Text

The step the item is in

Y

-

-

_stage_name

Text

The stage/step the item is in

-

Y

Y

_state_name2

Text

The state of the item

-

Y

-

_resolution_name

Text

The current resolution state

-

-

Y

_created_by3

User

The user who created the item

Y

Y

Y

_created_at

DateTime

The time the item was created as a draft

Y

Y

Y

_submitted_at

DateTime

The time the creator submitted the item into the workflow

Y

-

-

_modified_by3

User

The user who last modified the item

Y

Y

Y

_modified_at

DateTime

The time the form was last modified

Y

Y

Y

_completed_at

DateTime

The time the workflow was completed 

Y

-

-

Notes

1. Processes have five possible statuses:

  • Draft
  • In progress
  • Completed
  • Rejected
  • Withdrawn

Projects and cases have four:

  • Not started - the item has not been moved to another step yet
  • In progress - the item is active on the board
  • Archived - the item is not active on the board
  • Completed - the item has been moved to the completed step

2. There are three possible states for projects:

  • In progress
  • On hold
  • Done

3. User fields require additional methods to display in forms.

How to display system fields on your form

  1. Add a new field of the correct type to the form. 
  2. At Is this a computed field?, move the slider to yes.
  3. Enter the name of the system field as described above.

Viewing system fields in reports

All of the system fields are available to use for your reports. When making a report, there is a special section of fields called System that you can choose from. 

Viewing system fields on item cards

You can display system fields on the item cards that show up in your flow feed. Flow Admins can configure the item card by going to the Settings page for the flow.  

Using system fields in expressions

You can use system fields in expressions and can use the dot operator to call up additional information depending on the data type. Learn more about expressions here.


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