Description:

This step retrieves all documents contained within a selected Document Management System (DMS) folder.

The Get Documents workflow step connects to the FlowWright Document Management System and retrieves the list of documents stored in the selected parent folder.

The retrieved document list is stored in a FlowWright Variable or a Global Variable, allowing subsequent workflow steps to iterate through the documents, perform processing, generate reports, archive files, or automate document management operations.

This step provides an efficient way to automate document discovery within document processing, migration, compliance, auditing, or repository management workflows.

The step supports:

• Retrieval of documents from a DMS folder
• Parent folder selection
• Storage of retrieved document lists in FlowWright Variables or Global Variables
• Integration with the FlowWright Document Management System
• Workflow-driven document repository navigation

This step can be used for:

• Document processing workflows
• Repository inventory reporting
• Document archival
• Repository synchronization
• Compliance auditing
• Document migration
• Business process automation

Usage:

The Get Documents step is typically placed before document processing, migration, reporting, archival, or repository management activities within a workflow.

The workflow retrieves all documents in the selected parent folder and stores the resulting list of documents in the configured workflow variable.

A typical workflow might look like this:

Once the document list has been retrieved, later workflow steps can:

• Iterate through each document
• Download or process documents
• Generate document inventory reports
• Synchronize repository contents
• Archive documents
• Perform compliance validation
• Continue document management workflows

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

Example:

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

• Create a new process definition named “DMSGetDocumentsDef” and open it in designer mode. 
• Drag a “DMSGetDocuments” step to the canvas.
• Connect the dots between the “Start” and the “DMSGetDocuments” step, as shown above. 
• Define a variable or a global to store the document list. 
• On the DMS page, navigate to the folder and select it to view the available documents. As seen in this example, the “Dot Net Related” folder contains four documents.  

• Click the "DMSGetDocuments" step to configure its "Required" properties. Provide a name for the step. Click the button to select the DMS parent folder from the drop-down list. Provide the name of the folder that belongs to the parent folder. Provide a variable or global reference to store the “Documents List”. 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 Parent folder, or provide a variable or global reference containing the DMS folder ID. Click to expand or collapse the DMS folders. Select the Parent folder and click the Save button.  You need to provide one of the folder names in the parent folder.  

• 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 Get Documents step, FlowWright reads the selected parent folder and retrieves all documents stored in it. If the operation completes successfully, the document list is stored in the configured Variable or Global Variable, and the workflow follows the True return path. If the parent folder cannot be found, the executing user does not have permission to access the folder, or the retrieval operation cannot be completed, the workflow follows the False return path. Click the process step to view its properties. The step should retrieve the document list and return True upon successful completion. Verify that the configured Variable or Global Variable contains the expected list of documents.

Tips:

• Verify that the selected parent folder exists before executing the workflow.
• Ensure that the executing user has permission to access the selected folder and its documents.
• Store the returned document list in a Variable or Global Variable that can hold multiple values.
• Use the returned document list with ForEach workflow steps to process each document individually.
• Combine this step with document processing, download, approval, or archival activities to automate repository management.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with Get Sub Folders, Set Document Permissions, Remove Document Permissions, Move Documents, or Archive Documents workflow steps to automate complete document management workflows.

Notes:

• The selected parent folder must already exist in the FlowWright Document Management System.
• The executing user must have sufficient permissions to browse the selected folder and its documents.
• Only documents contained within the selected folder are retrieved by this step.
• Large repositories containing many documents may require additional processing time.
• The retrieved document list reflects the current repository contents at the time the workflow executes.
• The workflow should include appropriate error handling for the False return path.
• The retrieved document list is stored in the configured Variable or Global Variable for use by subsequent workflow steps.

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:

• Parent folder selection
• Variable or Global Variable mapping
• DMS security permissions
• Workflow variable mappings
• Environment-specific settings

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

Click here to download the sample file.