=INSTANCEUPDATE

The =INSTANCEUPDATE() function updates a specific field in one or more process instances that match a defined search query. It is commonly used to synchronize or propagate values across related processes.

Syntax

=INSTANCEUPDATE(FieldIDToUpdate; TableIDToSearch; SearchQuery; NewFieldValue)

Parameters

• FieldIDToUpdate – The ID of the field to update in the matching process instances.

• TableIDToSearch – The ID of the process table to search.

• SearchQuery – A query used to identify which process instances should be updated.

• NewFieldValue – The value to write to the specified field.

How It Works

• The function searches the specified table using the provided query.

• All matching process instances are updated.

• The specified field is set to the new value for each match.

Example

=INSTANCEUPDATE(
  234567890123456789; 123456789012345678;
  tf_id_123456789012345678[eq]Approved;Complete)

Usage Notes

• Use precise search queries to avoid unintended updates.

• A search query is required. If it is missing, or it has nothing left to match on (for example, a field token in it is blank), no process instances are updated.

• An update never leaves a condition out. A blank field token compared with [eqopt] or [ctopt] (“ignore if blank”) stops the update instead. With [eqblank], the update reaches the records where that field is empty.

• If a value a field token fills into the search query contains a semicolon (;), [or], or the word OR with spaces around it, no process instances are updated, because the search would read that value as more than one condition. A field holding several values separates them with semicolons.

• The target field must exist in the destination process.

• In an AI Employee job, use an Evaluate Formula action. It makes the update each time the action runs, and makes no update if the job never reaches the action. In another action’s setting, the update happens when the AI Employee picks up the job, whether or not the job reaches that action, and again if the job is restarted.

• Formula functions are case sensitive and must be written in ALL CAPS.

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Keywords

INSTANCEUPDATE, update process instances, bulk field update, cross-process update, workflow automation, process table update, formula function