Description:

This step “checks in” a document in the DMS folder. 

Usage:

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, Task, DMSCheckInDocument, DMSUndoCheckOutDocument” 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 that contains 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. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Click the "Task" step to configure its "Required" properties. Provide a name and the description 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 "Task" step to configure its "Optional" properties. Select the users to route the Task. Provide the Task detail description. In this example, the Task Duration is set to 1 hour. Click the Save button.

• Configure the connections between the “Task” and “CheckInDocument” steps as “Completed” and between the “Task” and “Undo Document” as “Rejected”. Click the Save button. 

• Click the "DMSCheckInDocument" step to configure its "Required" properties. Provide a name for the step. Provide the variable or global reference that contains the “Document ID” value from the “DMSCheckOutDocument” 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 "DMSCheckInDocument" step to configure its "Optional" properties. Provide an appropriate comment. Click the Save button.

• Click the "DMSUndoCheckOutDocument" step to configure its "Required" properties. Provide a name for the step. Provide the variable or global reference that contains the “Document ID” value from the “DMSCheckOutDocument” step. Click the Save button. 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 Task 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. 

• On the Tasks page, click the task to complete.

• Provide a task comment and click the “Complete” button as required in this example. 

• The task is complete, the document is “Checked In,” and the process instance is complete. 

• 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 Details option. 

• A pop-up window displays the document details, including the “checked in” status, as shown in the example below.  

• Click the ellipsis button to access context features. Click the View History option. 

• The document history is displayed as shown in the example below. 

• Click the ellipsis button to access context features. Click the View Revisions option. 

• The document revisions are displayed as shown in the example below. 

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.