Workflows

You can query document and object workflow instances in the following ways:

Query for in-progress (still running) workflow instances: active
Query for completed or cancelled workflow instances: inactive

Workflow and workflow task definitions are not queryable.

The following workflow objects are available for query on document workflows in v21.2+ and object workflows in v22.2+. You must have the Application: Workflow: Query or Application: Workflow: Participate permission to query these objects.

Name	Description
`active_workflow__sys`	Each record represents a single in-progress workflow instance.
`inactive_workflow__sys`	Each record represents a single completed or cancelled workflow instance.
`active_workflow_item__sys`	Each record represents a single document or object record associated with an in-progress workflow instance.
`inactive_workflow_item__sys`	Each record represents a single document or object record associated with a cancelled or completed workflow instance.
`active_workflow_task__sys`	Each record represents a user task instance of an in-progress workflow.
`inactive_workflow_task__sys`	Each record represents a user task instance of a cancelled or completed workflow.
`active_workflow_task_item__sys`	Each record represents an item of a workflow task of an in-progress workflow instance.
`inactive_workflow_task_item__sys`	Each record represents an item of a workflow task of an in-progress workflow instance.

Workflow Objects

The active_workflow__sys and inactive_workflow__sys objects contain workflow-level information about each workflow instance. A single workflow can have multiple instances, so each record for these objects represents a unique instance of a workflow.

Workflow Object Relationships

The active_workflow__sys and inactive_workflow__sys objects expose the following relationships:

Name	Description
`owner__sysr`	An outbound reference to this workflow instance owner user (`user__sys`).
`{in}active_workflow_tasks_sysr`	An inbound reference to this workflow’s task instances.
`{in}active_workflow_task_items_sysr`	An inbound reference to this workflow’s task item instances.

Workflow Object Queryable Fields

The active_workflow__sys and inactive_workflow__sys objects allow queries on the following fields:

Name	Description
`id`	The workflow instance ID.
`label__sys`	The workflow label visible to Admins in the Vault UI.
`name__sys`	The name of this workflow.
`owner__sys`	An object reference to the `user__sys` record in the workflow owner role.
`cardinality__sys`	Indicates how many items can be included in this workflow.
`type__sys`	The workflow type, which is either `document__sys` or `object__sys`.
`status__sys`	The workflow status, which is either `active__v`, `cancelled__v`, or `completed__v`.
`workflow_definition_version__sys`	The workflow configuration version.
`due_date__sys`	The date by which this workflow must be completed.
`cancelled_date__sys`	The date this workflow was cancelled.
`cancellation_comment__sys`	If configured, the comment added by a user when cancelling the workflow.
`completed_date__sys`	The date this workflow was completed.
`created_by__sys`	An object reference to the `user__sys` record which created this workflow instance.
`created_date__sys`	The date this workflow was created.
`modified_by__sys`	An object reference to the `user__sys` record which last modified this workflow instance.
`modified_date__sys`	The date this workflow was last modified.
`class__sys`	If this is a Read & Understood workflow, this value is `read_and_understood__sys`.

Workflow Item Objects

The active_workflow_item__sys and inactive_workflow_item__sys objects contain item-level information about each document or object record associated with a workflow.

Workflow Item Relationships

The active_workflow_item__sys and inactive_workflow_item__sys objects expose the following relationships:

Name	Description
`{in}active_workflow__sysr`	An outbound reference to the parent workflow instance.

Workflow Item Queryable Fields

The active_workflow_item__sys and inactive_workflow_item__sys objects allow querying the following fields:

Name	Description
`id`	The workflow instance ID.
`workflow__sys`	An object reference to the parent `workflow__sys`.
`type__sys`	The type of workflow item, either `document__sys`, `document_version__sys`, or `object__sys`.
`document__sys`	The document ID if `type__sys` is `document__sys`.
`document_version__sys`	The document ID if `type__sys` is `document_version__sys`.
`object_name__sys`	The object record name if `type__sys` is `object__sys`.
`object_record_id__sys`	The object record ID if `type__sys` is `object__sys`.

Workflow Task Objects

The active_workflow_task__sys and inactive_workflow_task__sys objects contain task-level information about each user task associated with a workflow.

Workflow Task Relationships

The active_workflow_task__sys and inactive_workflow_task__sys objects expose the following relationships:

Name	Description
`{in}active_workflow__sysr`	An outbound reference to the parent workflow instance.
`owner__sysr`	An outbound reference to the workflow task instance owner user (`user__sys`).
`{in}active_workflow_task_items__sysr`	An inbound reference to the workflow task’s item instances.

Workflow Task Queryable Fields

The active_workflow_task__sys and inactive_workflow_task__sys allow querying the following fields:

Name	Description
`id`	The workflow task instance ID.
`workflow__sys`	An object reference to the parent `workflow__sys`.
`label__sys`	The workflow task label visible to users in the Vault UI.
`name__sys`	The name of this workflow task.
`owner__sys`	An object reference to the `user__sys` record assigned to this task.
`participant_group__sys`	The participant groups assigned to this workflow task.
`status__sys`	The status of this workflow task.
`assigned_date__sys`	The date this workflow task was assigned.
`cancelled_date__sys`	The date this workflow task was cancelled.
`completed_by__sys`	An object reference to the `user__sys` record which completed this workflow task instance.
`created_date__sys`	The date this workflow task instance was created.
`due_date__sys`	The date by which this task must be completed.
`modified_date__sys`	The date this workflow task was last modified.
`iteration__sys`	The number of times this task instance has iterated.
`instructions__sys`	The written instructions for this workflow task.
`group_instructions__sys`	The written instructions for this workflow task, sent when a task is made available to multiple participants.

Workflow Task Item Objects

The active_workflow_task_item__sys and inactive_workflow_task_item__sys objects contain item-level information about each user task associated with a workflow.

Workflow Task Item Relationships

The active_workflow_task_item__sys and inactive_workflow_task_item__sys objects expose the following relationships:

Name	Description
`{in}active_workflow__sysr`	An outbound reference to the parent workflow instance.
`{in}active_workflow_task__sysr`	An outbound reference to the parent task instance.

Workflow Task Item Queryable Fields

The active_workflow_task_item__sys and inactive_workflow_task_item__sys allow queries on the following fields:

Name	Description
`id`	The workflow task item instance ID.
`task__sys`	An object reference to the parent task record.
`task_comment__sys`	If configured, task items may require a comment.
`workflow__sys`	An object reference to the parent workflow record.
`status__sys`	The status of this workflow task item.
`capacity__sys`	If configured, task verdicts may require a capacity.
`verdict__sys`	If configured, task items may require a verdict.
`verdict_reason__sys`	If configured, task verdicts may require a reason.
`verdict_comment__sys`	If configured, task verdicts may require a comment.
`type__sys`	The type of workflow task item.
`document_id__sys`	The document ID for this task item.
`verdict_document_major_version_number__sys`	If this task item has a verdict, this field value is the major version of the document.
`verdict_document_minor_version_number__sys`	If this task item has a verdict, this field value is the minor version of the document.
`verdict_document_version_id__sys`	If this task item has a verdict, this field value contains the ID, major version, and minor version.
`object__sys`	The object record name if the workflow item is an object record.
`object_record_id__sys`	The object record ID if the workflow item is an object record.

Workflow Job Step Objects

The active_workflow_job_step__sys and inactive_workflow_job_step__sys objects return Job step data for active and inactive Job step instances. Available in v25.3+.

Learn more about Workflow Job steps in Vault Help.

Workflow Job Step Queryable Fields

The active_workflow_job_step__sys and inactive_workflow_job_step__sys allow queries on the following fields:

Name	Description
`id`	The workflow Job step instance ID.
`workflow__sys`	The workflow process instance ID.
`job__sys`	The Job ID.
`name__sys`	The Job step public key.
`label__sys`	The Job step UI label.
`status__sys`	The completion status verdict public key.
`cancelled_date__sys`	The Job step cancellation date.
`completed_date__sys`	The Job step completion date.
`complete_by__sys`	The ID of the user who completed the Job step.
`modified_date__sys`	The date the Job step was last modified.
`iteration__sys`	The Job step iteration count.
`job_name__sys`	The public key of the Vault job.

Workflow Query Examples

The following query retrieves the due dates for all currently unassigned tasks.

SELECT label__sys, due_date__sys
FROM active_workflow_task__sys
WHERE status__sys = 'available__sys'

The following query retrieves the documents associated with a specified active workflow:

SELECT id, workflow__sys, type__sys
FROM active_workflow_item__sys
WHERE workflow__sys = 123

The following query retrieves the open tasks for a given user:

SELECT label__sys, workflow__sys, owner__sys, due_date__sys, active_workflow__sysr.owner__sys
FROM active_workflow_task__sys
WHERE owner__sysr.username__sys = 'olivia@veepharm.com'
AND status__sys = 'active__v'

The following query retrieves the task details of a specified completed workflow:

SELECT id, owner__sys, name__sys, iteration__sys, inactive_workflow__sysr.owner__sys, inactive_workflow__sysr.name__sys, inactive_workflow__sysr.type__sys,
  (SELECT verdict__sys, verdict_reason__sys, capacity__sys
  FROM inactive_workflow_task_items__sysr)
FROM inactive_workflow_task__sys
WHERE workflow__sys = 123

The following query retrieves the Job ID and Job step instance ID for active Job step instances:

SELECT id, job__sys 
FROM active_workflow_job__sys

Legacy Workflow

The workflows object allows queries on legacy workflows. Learn more about legacy workflows in Vault Help.