Changes to Work Management Metadata

To make work management easier, we've simplified how we describe the record states, status, and completion result. We’ve also changed some wording related to record assignment and editing. Clear, practical language gives managers better oversight of work in the field. Now, work managers can quickly identify which records require attention, which are progressing normally, and which records are complete.

Note:IntegrationsClosed Integration refers to secure communication and data sharing between TrueContext and a third-party system, such as Salesforce or ServiceMax. Connections, Data Sources, Data Destinations, and App-to-App calls and callbacks can be used as part of an integration solution., analytics, documents, and scheduled exports that use the old metadata fields and values will continue to work until September 30, 2025. You can begin now to transition to the new fields and values.

Available on all tiers:

Essentials
Advanced
Enterprise

Contents

Summary of changes

  1. We replaced the old Form Submission Status with the new Workflow Status. The status gives you an “at-a-glance” view of the most relevant information, to help you identify records that need attention. The status is a combination of different metadata fields, but always includes the workflow state.

  2. We introduced new metadata fields—Workflow State and Data Flow State—and values that make them easy to understand. For example, the workflow state Dispatched replaces the old state In Progress.

  3. Where the values are only being displayed—such as submission (record) detail pages or search filters—we changed the UI to show the new fields and values.

    Where the values could impact a downstream process, we only added the option to migrate to the new fields, but left the existing choices as is. Both old and new fields still work for scheduled CSV exports and metadata selections, for example.

  4. We changed “edited” to “corrected” to better reflect the purpose of sending a record for corrections.

  5. Two new DRELClosed Data Reference Expression Language (DREL) is used to get form data and metadata and add it to a string, such as dates, usernames, or answers to questions in forms. %r properties are available:

    • [workflowState]

      A workflow state describes the current stage in a workflow as a result of the last action taken on that record.

      Note:The [workflowState] property replaces the [state] property. Make sure that you change to the new [workflowState] by September 30, 2025.

    • [dataFlowState]

      A data flow state describes how data from a dispatched or submitted record moves between the Web Portal and the Mobile App.

  6. Our data model includes the following new properties:

    • dataFlowState

    • workflowState

    • workflowStatus

Record states

Each record has metadata fields to help you track the record through a workflow. These fields are the workflow state and the data flow state. The following table describes the old and new values.

Tip:Other, existing state values have not changed.

The new Workflow State... Replaces the old State...
  • Dispatched
  • In Progress
  • Reopened
  • Complete (Sent for Editing)
  • Completed
  • Complete
  • Cancelled
  • Dispatch Declined
The new Data Flow State... Replaces the old Data State...
  • Pending Download
  • Dispatching
  • Downloaded
  • Dispatched

Workflow status

The new Workflow Status, which replaces the old Form Submission Status, is a combination of metadata fields. We display this “at-a-glance” status to make it easy for work managers to track and manage records. For example, the Dispatched (Downloaded) status tells you that a user has dispatched work available on their device.

All statuses include a workflow state, and some also contain the data flow state or completion result.

The Dispatched (Downloaded) status, with the status icon, workflow state, and data state labelled.

Corrections

Work managers can send a completed record for corrections, formerly called “edits”. The new wording makes it clear that a work manager would only use this process when a completed record has mistakes.

Info:If your workflow requires a record to be approved before it’s marked as “completed,” you can set up an Approval Workflow (Enterprise-tier only). With approval enabled on a record, you can’t send a completed record for corrections. You can, however, request changes to an approved record.

What you need to do

You can start to use the new metadata fields at any time. You must transition to the new fields and values, however, before September 30, 2025.

Note:Integrations, analytics, documents, and scheduled exports that use the old metadata fields and values will continue to work until September 30, 2025. You can begin now to transition to the new fields and values.