Description:

This step creates a new document in the FlowWright Document Management System (DMS).

The Create Document workflow step uploads a file from the local file system into a selected DMS folder. During the upload process, you can optionally specify a document name and description. After the document is created, the step can store the generated Document ID in a FlowWright Variable or a Global Variable for use by subsequent workflow steps.

This step provides an efficient way to automate document creation as part of document generation, report publishing, invoice processing, compliance documentation, or business process automation workflows.

The step supports:

• Uploading new documents into the DMS
• Selecting the destination folder
• Uploading documents from a local file path
• Optional document name
• Optional document description
• Returning the generated Document ID
• Integration with the FlowWright Document Management System

This step can be used for:

• Automated document generation
• Report publishing
• Invoice processing
• Document archival
• Compliance documentation
• Business process automation
• Repository management

Usage:

The Create Document step is typically placed after a document has been generated, exported, or received from an external system and needs to be stored in the FlowWright Document Management System.

The workflow uploads the specified file into the selected DMS folder and stores the generated Document ID for downstream processing.

A typical workflow might look like this:

Once the document has been created, later workflow steps can:

• Set document permissions
• Generate a document link
• Route the document for review
• Download the document
• Update the document
• Archive the document
• Continue document lifecycle management

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

Example:

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

• Create a new process definition named “DMSCreateDocumentDef” and open it in designer mode. 
• Drag a “DMSCreateDocument” step to the canvas.
• Connect the dots between the “Start” and “DMSCreateDocument” 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.

• 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 Create Document step, FlowWright uploads the specified file into the selected folder within the Document Management System. If the operation completes successfully, a new document is created. If configured, the generated Document ID is stored in the specified Variable or Global Variable, and the workflow follows the True return path. If the destination folder cannot be found, the specified file cannot be accessed, the executing user does not have permission to create documents, or the upload operation cannot be completed, the workflow follows the False return path. Click the process step to view its properties. The step should successfully create the document and return True upon completion. Verify that the document appears in the selected folder and that the configured Variable or Global Variable contains the generated Document ID.

• On the DMS page, select the folder to view the document you created. Click the ellipsis button for context features. 

• The context feature menu is displayed as shown in the image below. Select the View History option. 

• The document history information (which includes revision changes, check-in, and check-out) is rendered on a new page. 

• Select the View Revisions option. 

• The document revisions are displayed in a table. Click the link to download the document.  

• Select the Details option. 

• The document details are displayed in a pop-up window that includes the document name, creation date, creator, last update date, and the user who last updated it. The other details are file size, revision count, version number, and permissions configured for document access. 

• Select the Permissions option.  

• The Manage Document Permissions page provides controls to add and remove document access permissions for specific users or application roles. 

• Select the Get URL option. 

• A pop-up window displays the document view link. Click the “Copy” button to copy it to the clipboard. 

• Select the Check Out option. 

• The document is checked out for changes, and a confirmation message appears in the top-right corner. 

Tips:

• Verify that the destination folder exists before executing the workflow.
• Ensure that the specified file path points to a valid file that is accessible by the FlowWright server.
• Store the generated Document ID for use by subsequent DMS workflow steps.
• Provide meaningful document names and descriptions to simplify document management and searching.
• Upload documents to folders with appropriate security permissions configured.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with the Document Exists, Set Document Permissions, Review Document, Get Document Link, or Download Document workflow steps to automate the complete document lifecycle.

Notes:

• The destination folder must already exist in the FlowWright Document Management System.
• The executing user must have sufficient permissions to create documents in the selected folder.
• The specified file must exist and be accessible by the FlowWright server.
• If configured, the generated Document ID is stored in the specified Variable or Global Variable for subsequent workflow activities.
• Optional document names and descriptions improve document organization but are not required for document creation.
• Invalid file paths, inaccessible folders, or insufficient permissions may cause the step to return False.
• The workflow should include appropriate error handling for the False return path.
• Document creation activities 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:

• Destination folder selection
• File path mapping
• Document ID variable mapping
• Document name and description
• 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.