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System Fields

Intoduce what are system fields and how to retrieve them.

Updated this week

What are System Fields?

System fields include submission information fields, workflow information fields, and others. System fields are automatically generated or accessed by the system, and they cannot be edited.


Submission Information Fields

Submission information fields include Created User, Created Time, and Updated Time.

Created User

A created user refers to the person who submitted the form data. If data is collected by the public link, the created user is not available.

How to View: In Manage Data/Permission Set, you can view the Created User field in the form data.

Taking a permission set as an example, you can switch the permission set to view/manage data and tick Created User in Display Fields to view fields in the form data.

Created Time

Created Time refers to the time when the form data is submitted, which is accurate to the second.

How to View: In Manage Data/Permission Set, you can view the Created User field in the form data.

Taking a permission set as an example, you can switch the permission set to view/manage data and tick Created Time in Display Fields to view fields in the form data.

Updated Time

Updated Time refers to the time when the form data was last modified. If the form is not modified after submission, the Updated Time is the same as the created time.

How to View: In Manage Data/Permission Set, you can view the Updated Time field in the form data.

Taking a permission set as an example, you can switch the permission set to view/manage data and tick Updated Time in Display Fields to view fields in the form data.

How to Retrieve Submission Information Fields?

Submission information fields can be retrieved in the following scenarios:

Scenario/Field

Created User

Created Time

Updated Time

Field Initial Value

  • Data linkage

  • Adding fields from other forms when editing formulas

  • Data linkage

  • Adding fields from other forms when editing formulas

  • Data linkage

  • Adding fields from other forms when editing formulas

Multi Select Options

/

Lookup

Lookup

  • Display fields

  • Filter

  • Data filling fields

  • Display fields

  • Filter

  • Data filling fields

  • Display fields

  • Filter

  • Data filling fields

  • Fields available to choose from when customizing the record title

  • Notifications for data submission/data modification

  • Print templates

  • Fields available to choose from when customizing the record title

  • Notifications for data submission/data modification

  • Print templates

  • Fields available to choose from when customizing the record title

  • Notifications for data submission/data modification

  • Print templates

  • Permission configuration in the share link for a record

  • Conditions set in the public query link

  • Display fields set in the public query link

  • Permission configuration in the share link for a record

  • Conditions set in the public query link

  • Display fields set in the public query link

  • Permission configuration in the share link for a record

  • Conditions set in the public query link

  • Display fields set in the public query link

  • Filter

  • Fields available to choose from when naming the exported attachments

  • Filter

  • Fields available to choose from when naming the exported attachments

  • Filter

  • Fields available to choose from when naming the exported attachments

  • Stats

  • Detail table

  • Spreadsheet

  • Calendar

  • Gantt

  • Calculated fields in Stats

  • Filter

  • Stats

  • Detail table

  • Spreadsheet

  • Calendar

  • Gantt

  • Calculated fields in Stats

  • Filter

  • Stats

  • Detail table

  • Spreadsheet

  • Calendar

  • Gantt

  • Calculated fields in Stats

  • Filter

  • Filter conditions

  • The connected field in multi-form join

  • Filter conditions

  • Filter conditions

Automations

  • Filter conditions triggering the form

  • Filter fields in the target form of the triggered actions

  • As the trigger form field value, filled in the triggered form

  • Filter conditions triggering the form

  • Filter fields in the target form of the triggered actions

  • As the trigger form field value, filled in the triggered form

  • Filter conditions triggering the form

  • Filter fields in the target form of the triggered actions

  • As the trigger form field value, filled in the triggered form

  • Input source

  • Connection fields for Join

  • Input source

  • Connection fields for Join

  • Calculated fields set in Field Settings

  • Input Source

  • Connection fields for Join

  • Calculated fields set in Field Settings


Workflow Information Fields

Workflow information fields include Workflow Status, Current Node, and Current Approver.

Workflow Status

Workflow Status refers to the current flow status of the workflow form, including In Progress, Completed, and Manual End.

How to View: In Manage Data/Permission Set, you can view the Workflow Status field in the workflow form.

Taking a permission set as an example, you can switch the permission set to view/manage data and tick Workflow Status in Display Fields to view fields in the workflow form data.

Current Node

Current Node refers to the current flow node of the workflow form. For details about the settings, see Introduction to Workflow Nodes.

How to View: In Manage Data/Permission Set, you can view the Current Node field in the workflow form.

Taking a permission set as an example, you can switch the permission set to view/manage data and tick the Current Node/Approver in Display Fields to view fields in the workflow form data.

Current Approver

Current Approver is the current approver for the workflow form. If the workflow has ended, the current approver is empty.

How to View: In Manage Data/Permission Set, you can view the Current Approver field in the workflow form.

Taking a permission set as an example, you can switch the permission set to view/manage data and tick the Current Node/Approver in Display Fields to view fields in the workflow form data.

How to Retrieve Workflow Information Fields?

Workflow information fields can be retrieved in the following scenarios:

Scenario/Field

Workflow Status

Current Node

Current Approver

Print templates

Print templates

Print templates

Permission configuration in the share link for a record

/

/

Filter

Filter

Batch-edit node approvers

  • Stats

  • Detail table

  • Spreadsheet

  • Calendar

  • Gantt

  • Calculated fields in Stats

  • Filter

/

/

Automations

  • Filter conditions triggering the form

  • Filter fields in the target form of the triggered actions

/

/

Input source

/

/


Other System Fields

Other system fields include URL Parameter and data_id.

URL Parameter

URL Parameter is used to mark the data source of the collected information when members fill out the form through public links. For details about the settings, see Form Fill Link.

How to View: In Manage Data/Permission Set, you can view the UL Parameter field for data collected through Form Fill Link.

Taking a permission set as an example, you can switch the permission set to view/manage data and tick UL Parameter in Display Fields to view fields in the form data.

Data_id

The data_id field shows the data ID of form data.

How to View: In Manage Data/Permission Set, when exporting form data, tick Export with data_id to view the data_id in the exported Excel.

How to Retrieve Other System Fields?

URL Parameter and data_id can be retrieved in the following scenarios:

Scenario/Field

URL Parameter

Data_id

Field Initial Value

  • Data linkage

  • Formula editing

The data_id fields are not available to be retrieved.

Multi Select Options

Lookup

The data_id fields are not available to be retrieved.

  • Display fields

  • Filter

  • Data filling fields

The data_id fields are not available to be retrieved.

Validations on form submission

The data_id fields are not available to be retrieved.

  • Fields available to choose from when customizing the record title

  • Notifications for data submission/data modification

  • Print templates

The data_id fields are not available to be retrieved.

  • Permission configuration in the share link for a record

  • Conditions set in the public query link

  • Display fields set in the public query link

The data_id fields are not available to be retrieved.

  • Filter

  • Fields available to choose from when naming the exported attachments

The data_id fields are not available to be retrieved.

  • Stats

  • Detail table

  • Spreadsheet

  • Calendar

  • Gantt

  • Calculated fields in Stats

  • Filter

The data_id fields are not available to be retrieved.

  • Filter conditions

  • Row header

  • The connected field in a multi-form join

The data_id fields are not available to be retrieved.

Automations

  • Filter conditions triggering the form

  • Filter fields in the target form of the triggered actions

  • As the trigger form field value is filled into the triggered form

The data_id fields are not available to be retrieved.

  • Input source

  • Connection fields for Join

  • Calculated fields in Field Settings

The data_id fields are not available to be retrieved.


When to Use System Fields?

  • In the case of viewing form data, you can filter data by system fields.

  • In the case of designing a dashboard, you can select system fields as dimensions or measures to calculate data.

  • In the case of using aggregate tables, you can select system fields as filters.


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