Process Fields

Process fields are used to capture and carry information in your Processes. There are various field types to fit your needs.

Adding a Process Field to your Process

To add a process field, do the following:

Open the desired template by clicking Administration > Processes > Template Diagrams > The card of the process you want to edit
Click the Process field icon in the menu in the top right > New Process Field
Give your field a name and select a field type
Click the Save icon at the top of the panel

Editing a Process Field

Open the desired template by clicking Administration > Processes > Template Diagrams > The card of the process you want to edit
Click the Process field icon in the menu in the top right > 3 dot button to the right of the field you want to edit > Edit
Make desired changes and click the Save icon at the top of the panel

Types of Process Fields

Text (1, 5, 10, and 20 row) - Fields for holding text
Drop Down List - Displays a list of options, only one option can be selected.
Radio Buttons - Displays a multiple choice style list of options, only one option can be selected
Checklist - Displays a list of options, multiple options can be selected
Date Picker - A field that allows you to select a date
Time Picker - A field that allows you to select a time
Date/Time Picker - A field that allows you to select a date and time
Date List - A field that holds a list of dates
Merge Document Link - A field that holds a created ProcessPlan merge document
File Attachment - A field that stores a file. Files up to 1 GB are supported
Rich Text Editor - A field that allows you to add a text editor into your process
Email Address - A field that stores an email address. A valid email address must be placed into the field
User List (Lookup) - A field that allows the user to select from a list of all users in the account. This field can be filtered based on the value of another field
User List (Limited) - A field that allows you to select a user from a preselected user group
User List (All) - A field that allows you to select a user group and then a user
User List (Multiple) - A field that allows you to select multiple groups of users
User Role List - A field that allows you to select an option from a list of your user roles
User Group List - A field that allows you to select an entire user group
AI Employee List - A field that allows you to select one of your AI Employees
URL - A field that holds a URL. A valid URL must be stored in this field
Numeric - A field that holds a number. The number(s) in the field can be formatted for domestic and international formats
Percent - A field that displays its value as a percentage
Digital eSignature - A field that holds the user’s e-signature
Signature Canvas - A field where the user draws their signature with a mouse, finger, or stylus
Sequential Number - This field adds the next number in a sequence to your Process field in each instance of your process. Users can determine where the sequence starts.
Sequential Number (Subprocess) - This field counts the number of times a subprocess has been started
Password - A field for holding passwords. Values in this field are hidden by default
Unique Number - This field adds a unique number to your Process field in each instance of your process
Process Table Lookup (Single) - A field that pulls in or “Looks up” a single value from another process. Clicking the value in the process field will take you to the source process table
Process Table Lookup (Multiple) - A field that pulls in or “Looks up” multiple values from another process. Clicking the value in the process field will take you to the source process table
Process Table Checklist - A field that pulls in and allows you to select multiple values from another process
Process Table Query - A field that allows you to select specific instances of a process
Process Table Radio Buttons - A field that presents instances from another process as a multiple choice list, only one can be selected
Process Table Sum / Average / Count / Min / Max / Median / Distinct Count - Fields that calculate an aggregate value (a total, an average, a count, and so on) across instances of another process
Subprocess Launcher / Line Items - A field that allows you to add more instances to a process table of your choice
Merge Document Lookup (Multiple) - A field that allows you to select a merge document from a specific process
Parent Process Link - A process field that provides a link back to the parent process that initiated the current process
Process Instance Link - A field that holds a clickable link to any process instance
Process Name Lookup - A field that allows you to select one of your process templates by name
Section Header - This field will provide a header/divider for your process fields
Display Only Text - A field that displays text that can’t be edited
Display Only URL - A field that displays a URL that can’t be edited
Display Only File - A field that holds a file. Once uploaded, the file can be downloaded but not edited
Saved Data Query - A field that is populated based on a query that has been saved in ProcessPlan
Custom Data Query - A field that is populated by a data query that is entered on the Process Field
JavaScript Code Source - A drop down list whose options are produced by one of your saved JavaScript functions. See Populating Drop Down Options with JavaScript
Automated Action Button - A button in the process that runs an automated action when clicked
Serialized Data - A field that stores structured data for use by automations and integrations

Process Field Settings

Required - A value must be entered in this field everywhere the field is shown, on every task that displays it and at process start if it is displayed there. To require a value on only one task instead, use that task’s Task Field Settings (see Controlling Process Fields)
Secure - With this option enabled, a user must Log in to ProcessPlan to see this value. The value will not be displayed in Task Assignment emails.
Unique - A field marked Unique must contain a unique piece of data for every instance of this process
Read Only - Once a value is entered in a read only field, it cannot be edited
Display this field when starting the process - This field will be displayed to be filled out when the process is started
Share this field with parent processes - If this field is mapped in any subprocess, the value will be passed back to the parent process when the subprocess is complete
Read only on public forms - On public forms, once a value is entered into this field, it can’t be edited

Field Instructions

Field Instructions - Text entered into this field will appear when the process field is hovered over

Calculated Value

The calculated value field is where calculations can be performed using functions. The results of the calculation will be placed in the field. For more information on ProcessPlan functions, see Functions and Formulas. When and how often the calculations occur can be customized via the options below.

Calculate Only Once (Default Value) - The value in this field will be placed in the field as a default value
Calculate Only If Field Is Empty - The value in this field will be recalculated if the field is empty
Calculate If Field Token Value Changes - The value in this field will be recalculated only if the new value is different from the previous value
Calculate Always - The value in this field will be recalculated every time an update happens in the process

Validation Formula

The Field Validation Formula (Fail If False) prevents a field from being saved when the formula returns false. Use it to enforce rules a field type alone can’t express, such as requiring a number to fall in a range that depends on another field. Use the field token button to reference other fields in the formula.

Background Color Formula

The Field Background Color Formula calculates a background color for the field, shown on both process forms and process table columns. The formula should return a color in hexadecimal format (for example #f0f0f0), or no value for no background. Background colors are useful for visualizing metrics and highlighting key values.

Hiding Process Fields

Process fields can be hidden from tasks and public forms if the result of a formula is true

To enter a “hide” formula, do the following:

Open the desired template by clicking Administration > Processes > Template Diagrams > The card of the process you want to edit
Click the Process field icon in the menu in the top right. On the field you want to hide, click the 3 dot navigation button > Edit
Scroll to the Hide Field Formula section and enter your formula