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
Single Select/ Multi Select Options	/	Lookup	Lookup
Select Data/ Query Data	Display fields Filter Data filling fields	Display fields Filter Data filling fields	Display fields Filter Data filling fields
Extension	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
Publish	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
Manage Data	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
Dashboard	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
Aggregate Table	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
Data Factory	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
Extension	Print templates	Print templates	Print templates
Publish	Permission configuration in the share link for a record	/	/
Manage Data	Filter	Filter	Batch-edit node approvers
Dashboard	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	/	/
Data Factory	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.
Single Select/ Multi Select Options	Lookup	The data_id fields are not available to be retrieved.
Select Data/ Query Data	Display fields Filter Data filling fields	The data_id fields are not available to be retrieved.
Form Properties	Validations on form submission	The data_id fields are not available to be retrieved.
Extension	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.
Publish	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.
Manage Data	Filter Fields available to choose from when naming the exported attachments	The data_id fields are not available to be retrieved.
Dashboard	Stats Detail table Spreadsheet Calendar Gantt Calculated fields in Stats Filter	The data_id fields are not available to be retrieved.
Aggregate Tables	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.
Data Factory	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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