Finding All Instances of a Variable In A ProcessMaker Process + Case Study

When working with ProcessMaker, understanding variable instances is crucial, especially during the User Acceptance Testing (UAT) phase. Variables in ProcessMaker are essential for storing and manipulating data within your processes. Ensuring all instances of a variable are accounted for helps maintain process integrity and functionality. In this blog post, we’ll explore how to locate all instances of a variable within a ProcessMaker process, focusing on the SQL query method. By the end of this guide, you’ll have a clear understanding of the techniques and best practices for tracking variable instances effectively.

Understanding Variables in ProcessMaker

What Are Variables in ProcessMaker?

Variables in ProcessMaker serve as containers for data, enabling the storage and manipulation of information within your processes. They are integral to how ProcessMaker operates, allowing for dynamic and flexible workflows. Whether you’re dealing with user inputs, system-generated data, or external information, variables help manage and utilize this data throughout the process.

Types of Variables in ProcessMaker

ProcessMaker supports various types of variables, each serving a specific purpose. These include:

1. String Variables: Used for text data.
2. Numeric Variables: For numerical values, such as integers and floats.
3. Date Variables: To handle date and time data.
4. Boolean Variables: Representing true/false values.
5. Array Variables: For storing collections of values.

Identifying instances of these variables requires understanding their types and how they are used within the process.

💡Tip: Our custom ProcessMaker analytics tool allows you to connect to your desired ProcessMaker instance and provide a clear and understandable visualization of raw and complex data.

Variables and Dynamic Forms

Dynamic forms in ProcessMaker allow you to create forms that adapt based on the data entered. Form fields can be mapped to variable values, making it easier to manage and track data input and output. This relationship between variables and forms is essential for creating efficient and user-friendly processes.

The Significance of Finding All Instances During UAT

Ensuring Process Integrity

During the UAT phase, it’s vital to track all variable instances to ensure the process functions correctly. Comprehensive variable instance tracking helps identify any discrepancies or issues that might arise from changes to variables. This ensures that the process maintains its integrity and performs as expected.

Troubleshooting and Data Consistency

If changes to variables are not properly tracked, it can lead to data inconsistencies and functional errors. By locating all instances of a variable, you can troubleshoot potential issues more effectively and ensure data consistency throughout the process.

Using SQL Queries to Locate Variable Instances

Why Use SQL Queries?

SQL queries provide a powerful way to search for variable instances within the ProcessMaker database. By querying the database directly, you can retrieve precise information about where and how variables are used in your processes.

Crafting an Effective SQL Query

Creating an effective SQL query involves several key components:

1. SELECT Statements: These statements specify the data to be retrieved.
2. Table Joins: Used to combine data from multiple tables based on related columns.
3. Filtering Conditions: To narrow down the search results based on specific criteria.

Example SQL Query

Here’s an example of an SQL query to find instances of a variable in ProcessMaker:

SELECT task_name, step_name, variable_name, variable_value
FROM process_data
WHERE variable_name = 'target_variable'
UNION
SELECT task_name, step_name, variable_name, variable_value
FROM form_data
WHERE variable_name = 'target_variable';

This query uses the UNION operator to combine results from multiple tables, ensuring all instances of the target variable are located.

Adapting the Example Query to Real-World Scenarios

In real-world scenarios, you may need to customize the query to suit different use cases. For instance, if variables are dynamically created or modified at runtime, additional logic might be required in the query to account for these changes.

Automating the Search for Variable Instances

Automation Options

Automating the variable instance search process can enhance efficiency. ProcessMaker offers built-in functionalities for automation, and you can also integrate external tools to streamline the process. Automation helps reduce manual effort and ensures consistency in tracking variable instances.

Benefits and Limitations

While automation can improve efficiency, it also comes with potential risks. If you do not carefully craft the automation logic, you may encounter false positives or negatives. It’s important to thoroughly test automated solutions to ensure they provide accurate results.

Best Practices for Variable Instance Management

Safe Execution of SQL Queries

Executing SQL queries safely is crucial, especially in different environments. Here are some recommendations:

1. Development/Testing Setups: Use development environments to test queries without affecting production data.
2. Production Systems: Ensure queries are optimized to avoid performance impacts on live systems.

Performance Considerations

Intensive query operations can impact the performance of the ProcessMaker database. To mitigate risks, consider strategies like result pagination or leveraging database indexes. These techniques help manage the load on the database while retrieving the necessary information.

FAQs

How Often Do I Need to Update My Variable Instance Tracking Queries?

Regular updates to your tracking queries are essential, especially when introducing changes made to the process or new variables. Review and update queries periodically to ensure they remain accurate and effective.

Can I Use Stored Procedures Instead of Direct SQL Queries for This Purpose?

Yes, stored procedures can be a viable alternative to direct SQL queries. They offer advantages such as reusable code and improved performance. To avoid errors in your process, thoroughly test stored procedures.

What Are Some Alternative Approaches to Finding Variable Instances in ProcessMaker if I’m Not Comfortable with Writing SQL Queries?

If you’re not comfortable with writing SQL queries, consider using ProcessMaker’s built-in tools or third-party applications that provide user-friendly interfaces for querying data. These tools can help you locate variable instances without the need for complex SQL syntax.

Case Study

The following query helps to locate all instances of the variable name. It searches for the variable name in the Dynaforms, Triggers, Routing Conditions, Step Conditions and Trigger Conditions in the process.

Note: Replace the {PROCESS_UID} with the UID of the process and {NAME_OF_VARIABLE} with the name of the variable. This should only be done in development environments as the queries can have performance implications in a production environment.

SELECT CONCAT('DYNAFORM - Used in ', `DYN_TITLE`, ' dynaform') as "Location"
FROM `DYNAFORM` 
WHERE `PRO_UID` = '{PROCESS_UID}' AND `DYN_CONTENT` LIKE '%{NAME_OF_VARIABLE}%'
UNION
SELECT CONCAT('TRIGGER - Used in ', `TRI_TITLE`, ' trigger') as "Location" 
FROM `TRIGGERS` WHERE `PRO_UID` = '{PROCESS_UID}' AND `TRI_WEBBOT` like '%{NAME_OF_VARIABLE}%'
UNION
SELECT CONCAT('ROUTING CONDITION - Used in decision gateway after ', `TASK`.`TAS_TITLE`, ' task') as "Location"  
FROM `ROUTE`, `TASK` 
WHERE `ROUTE`.`PRO_UID` = '{PROCESS_UID}' AND `ROUTE`.`ROU_CONDITION` like '%{NAME_OF_VARIABLE}%'
AND `ROUTE`.`TAS_UID` = `TASK`.`TAS_UID`
UNION
SELECT CONCAT('STEP - Used in position ', `STEP_TRIGGER`.`ST_POSITION`, ' (', `STEP_TRIGGER`.`ST_TYPE`, ') in ', `TRIGGERS`.`TRI_TITLE`, ' trigger of ', `TASK`.`TAS_TITLE`, ' Task') as "Location"
FROM `STEP_TRIGGER`, `TASK`, `TRIGGERS` 
WHERE `STEP_TRIGGER`.`TAS_UID` IN (SELECT `TAS_UID` FROM `TASK` WHERE `PRO_UID` = '{PROCESS_UID}')
AND `ST_CONDITION` like '%{NAME_OF_VARIABLE}%'
AND `STEP_TRIGGER`.`TAS_UID` = `TASK`.`TAS_UID`
AND `STEP_TRIGGER`.`TRI_UID` = `TRIGGERS`.`TRI_UID`
UNION
SELECT CONCAT('STEP TRIGGER - Used in position ', `STEP_TRIGGER`.`ST_POSITION`, ' (', `STEP_TRIGGER`.`ST_TYPE`, ') in ', `TRIGGERS`.`TRI_TITLE`, ' trigger of ', `TASK`.`TAS_TITLE`, ' Task') as "Location"
FROM `STEP_TRIGGER`, `TASK`, `TRIGGERS` 
WHERE `STEP_TRIGGER`.`TAS_UID` IN (SELECT `TAS_UID` FROM `TASK` WHERE `PRO_UID` = '{PROCESS_UID}')
AND `ST_CONDITION` like '%{NAME_OF_VARIABLE}%'
AND `STEP_TRIGGER`.`TAS_UID` = `TASK`.`TAS_UID`
AND `STEP_TRIGGER`.`TRI_UID` = `TRIGGERS`.`TRI_UID`

Here’s a sample of what the output would look like.

Conclusion

Finding all instances of a variable in a ProcessMaker process is crucial for maintaining process integrity, especially during the UAT phase. By leveraging SQL queries, you can effectively track variable instances and ensure data consistency. Automation can further enhance this process, but it’s important to approach it with caution and thorough testing. Use the insights gained from this article to improve your variable instance tracking workflows and explore the possibilities of automation to streamline your processes.

Photo by Eugene Chystiakov on Unsplash