System fields

Technical writer
Manju_Lekha_Singaram
updated 1 yr ago

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
_status ¹	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 Note: However, for Public forms, the counter will increment only when the item is submitted	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_name ²	Text	The state of the item	-	Y	-
_resolution_name	Text	The current resolution state	-	-	Y
_created_by ³	User	The user who created the item	Y	Y	Y
_created_at	DateTime	The time the item was created as a draft and the time is always displayed in GMT. Note: When used in a table in the form, it will show the date and time on which the row was created.	Y	Y	Y
_submitted_at	DateTime	The time the creator submitted the item into the workflow	Y	-	-
_modified_by ³	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Withdrawn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

Add a new field of the correct type to the form.
At Is this a computed field?, move the slider to yes.
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.

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.