Workflow tables and schema

Mekha_Mathew
updated 2 wk ago

You can check the complete schema here:

Custom tables

Each process or flow in your account will have its own analytics table. Fields in a process are turned into columns in those tables. 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_completed_at.v	DateTime	The date and time when the item has completed its workflow steps (End, Rejected, Withdrawn).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_status	String	The current status of the item (InProgress, WIthdrawn, Rejected, or Completed).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A numerical value that denotes the item status: 1-InProgress, 2-Completed, 3-Skipped , 4-Rejected, 5-Sendback, 6- Withdrawn, 7-Stopped, 8-SendbackToInitiator.
_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 types of system tables in Process:

Process instance table - It displays the current status of each item across all processes in your Kissflow account.
Activity instance table - It displays the entire step history of each item across all the processes in your Kissflow account.

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. This value will be in minutes.
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.

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