Description:

This step routes the DMS document for “review”. 

Usage:

Example:

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

• Create a new process definition named “DMSReviewDocumentDef” and open it in designer mode. 
• Drag a “updateVariables, DMSCheckOutDocument, DMSReviewDocument, DMSCheckInDocument, DMSUndoCheckOutDocument” step to the canvas.
• Connect the dots between the “Start” and other steps, as shown above. 
• Define a variable or global to hold the “Document ID”.
• On the DMS page, navigate to and select the document shown in this example. Click the ellipsis button for context features. Select the “Get URL” menu. 

• A pop-up window displays the document link. Copy the “docID” value to the clipboard. 

• Click the ellipsis button to access context features. Select the “View History” menu. The page displays the history information as shown in the example below.  

• Click the ellipsis button to access context features. Select the “View Revisions” menu. The page displays the document revision information as shown in the example below.  

• Click the "updateVariables" step to configure its "Required" properties. Provide a name for the step. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Click the "updateVariables" step to configure its "Optional" properties. Provide a variable reference to hold the “Document ID” value. Copy-paste the value from the clipboard. Click the Save button. 

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

• Click the "DMSReviewDocument" step to configure its "Required" properties. Provide a name and description for the step. Specify the variable or global reference that contains the “Document ID” value. Select “Yes” if “eSignature” is required. Provide comments for the “eSignature” input. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Click the "DMSReviewDocument" step to configure its "Optional" properties. Enter a revision number. Click the button to select users to route to. Click the button to choose the application roles to route to. Enter the email addresses to route the review document to. Select the review priority from the drop-down list. Configure the review activity's completion time by specifying the time value and expiry type (days, months, hours, minutes).  Select “On” to consider the review time during Weekends. Click the button to configure the “Review Reminders” duration and message.  Select “Yes” to wait for all routed users to respond. Provide a variable or global reference to store the list of routed users. Select “Yes” to send email notifications. Select “Yes” to send separate emails to the users. Provide the email subject. Click the button to configure the “Email Body.” Click the button to select files to be attached to the email. Provide the email CC list. Select “Yes” to send expired email notifications. Select “Yes” to send an acknowledgement link. Click the Save button. 

• Click the button to select the users to route to. A pop-up window opens for configuration. Use the navigation arrow keys to search for and select the users. Alternatively, you can provide a variable or global reference that contains the user's GUID. Click the Save button. 

• Click the button to select the application roles to route to. A pop-up window opens for configuration. Use the navigation arrow keys to select the roles. Alternatively, you can provide a variable or global reference that contains the role's GUID value. Click the Save button. 

• Click the "DMSCheckINDocument" step to configure its "Optional" properties. Provide a variable or global reference that holds the “Document ID”. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description.

• Click the "DMSCheckINDocument" step to configure its "Optional" properties. Provide the comments. Click the Save button. 

• Configure the connection between the “DMSReviewDocument” and “DMSUndoDocument” steps as “Not Reviewed”, and between the “DMSReviewDocument” and the other “DMSUndoDocument” as “Timeout”. Click the Save button. 

• Click the "DMSUndoDocument" step to configure its "Required" properties. Provide a step name and a variable or global reference that stores the Document ID. Click the Save button. Configure the other “DMSUndoDocument” steps similarly. 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 measures 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 instance, and execute it. Render the process instance to confirm that the status is “sleeping” at the “DMSReviewDocument” step. 

• Hover the mouse to view the “Task” status and confirm that 1 Task is assigned to the user who initiated this process instance. Click the “View All Tasks” button to navigate to the Task page. 

• The “Task: Review Document” page is displayed as shown in the example below. Provide the comments and the digital signature, then click the “Submit Review” button. 

• The process instance status is now “Completed”. 

• On the DMS page, select the folder to view the document you have checked in. Click the ellipsis button to access context features. Click the “View Revisions” option. 

• The document revision information is displayed as shown in the example below, and the document has been reviewed and checked in with the latest version. 

Definition Sample:

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

Note: Please verify and complete any missing configuration steps after import, such as file path references and database connections. Then, save the definition to confirm the changes. 

Click here to download the sample file.