Description:

This step checks out a document in the FlowWright Document Management System (DMS).

The Check Out Document workflow step identifies a document using its Document ID and checks it out for editing. Once the document has been checked out, it is locked for modification, preventing other users from making conflicting changes until the document is checked back in or the checkout is undone.

The step also stores the current document revision ID in a FlowWright Variable or Global Variable, allowing subsequent workflow steps to reference the checked-out revision during document editing or version management.

This step provides an efficient way to automate controlled document editing as part of document revision, engineering change management, quality documentation, or document approval workflows.

The step supports:

• Document checkout
• Document selection using a Document ID
• Retrieval of the current document revision ID
• Storage of the revision ID in a FlowWright Variable or Global Variable
• Integration with the FlowWright Document Management System
• Controlled document version management

This step can be used for:

• Document editing
• Version-controlled document management
• Engineering change workflows
• Quality document revisions
• Compliance documentation
• Document approval workflows
• Business process automation

Usage:

The Check Out Document step is typically placed before document editing, content updates, document review, or controlled revision activities within a workflow.

The workflow retrieves the specified document by its Document ID, checks it out for editing, and stores the current revision ID for subsequent workflow steps.

A typical workflow might look like this:

Once the document has been checked out, later workflow steps can:

• Download the document
• Modify the document contents
• Upload updated content
• Check in a new revision
• Route the document for review
• Generate audit reports
• Continue document lifecycle management

The document must already exist within the FlowWright Document Management System before this step is executed.

Example:

Let’s build and execute the “DMSCheckOutDocumentDef” example:

• Create a new process definition named “DMSCheckOutDocumentDef” and open it in designer mode. 
• Drag a “DMSCreateDocument, DMSCheckOutDocument” step to the canvas.
• Connect the dots between the “Start” and other steps, as shown above. 
• Click the "DMSCreateDocument" step to configure its "Required" properties. Provide a name for the step. Click the button to select the DMS folder from the drop-down list. Provide the document file path on the application server. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Click the button to select the DMS folder from the drop-down list. A pop-up window is displayed for configuration. Alternatively, you can use the filter to select the folder, or provide a variable or global reference containing the DMS folder ID. Click to expand or collapse the DMS folders. Select the folder and click the Save button. 

• Click the "DMSCreateDocument" step to configure its "Optional" properties. Provide a variable or global reference to store the Document ID. Enter the document name and description. Click the Save button.

• Click the "DMSCheckOutDocument" step to configure its "Required" properties. Provide a name for the step. Provide a variable or global reference to store the Document ID and Revision ID. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• The “Logging” setting configuration is necessary for documentation and also for measuring workflow progress and completion percentage. This is achieved by configuring the step state and percent fields individually, as shown in the images below. Configure the “Logging” using the following properties.

• Save the Process Definition. Create a new Process Instance and execute it. When the workflow reaches the Check Out Document step, FlowWright retrieves the specified document using the configured Document ID and checks it out for editing. If the operation completes successfully, the document is locked for editing, the current document revision ID is stored in the configured Variable or Global Variable, and the workflow follows the True return path. If the document cannot be found, is already checked out by another user, the executing user does not have permission to check out the document, or the checkout operation cannot be completed, the workflow follows the False return path. Click the process step to view its properties. The step should successfully check out the document and return True upon completion. Verify that the document is marked as checked out in the Document Management System and that the configured Variable or Global Variable contains the current document revision ID.

• On the DMS page, select the folder to view the document you have checked out. Click the ellipsis button to access context features. A pop-up window displays the document details, including the “check out” status, as shown in the example below.  

Tips:

• Verify that the specified Document ID references an existing document.
• Ensure that the executing user has permission to check out documents.
• Store the returned Document Revision ID for use in document update or version management activities.
• Check the documents back in promptly after editing to release the document lock.
• Use Undo Document Checkout if changes should be discarded before check-in.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with Download Document, Update Document, Check In Document, Undo Document Checkout, or Review Document workflow steps to automate complete document editing and revision workflows.

Notes:

• The specified document must already exist in the FlowWright Document Management System.
• The executing user must have sufficient permissions to check out the document.
• While a document is checked out, other users may be prevented from modifying it.
• The current document revision ID is stored in the configured Variable or Global Variable for subsequent workflow activities.
• Documents that are already checked out or locked may not be available for checkout.
• Invalid Document IDs or insufficient permissions may cause the step to return False.
• The workflow should include appropriate error handling for the False return path.
• Document checkout and check-in operations should be audited in accordance with your organization's document governance and compliance policies.

Definition Sample:

You may download the sample definition(s) from the link provided and later import them (drag-and-drop) into your FlowWright Process Definition (XML file) or Form Definition (HTML file) page.

Note: Verify and complete any missing configuration after importing the sample, including:

• Document ID mapping
• Document Revision ID variable mapping
• Workflow variable mappings
• DMS security permissions
• Environment-specific settings

After verifying the configuration, save the Process Definition before execution.

Click here to download the sample file.