Description:

This step adds a history entry to a document in the FlowWright Document Management System (DMS).

The Add History to Document workflow step identifies a document by its Document ID and appends a custom history message to its activity history. The history entry becomes part of the document's audit trail, providing a chronological record of important workflow events, document lifecycle activities, administrative actions, or compliance-related updates.

This step provides an efficient way to automate document audit logging while preserving complete traceability throughout the document lifecycle without modifying the document content or metadata.

The step supports:

• Adding custom document history entries
• Document selection using a Document ID
• Recording workflow-generated audit messages
• Preserving document activity history
• Integration with the FlowWright Document Management System
• Automated audit and compliance logging

This step can be used for:

• Audit trail creation
• Compliance documentation
• Workflow event logging
• Records management
• Document lifecycle tracking
• Repository administration
• Business process automation

Usage:

The Add History to Document step is typically placed after significant document workflow activities such as document creation, review, approval, check-in, archival, or permission changes.

The workflow retrieves the specified document by its Document ID and appends the configured history message to its audit history.

A typical workflow might look like this:

Once the history entry has been added, later workflow steps can:

• Route the document for approval
• Archive the document
• Generate document links
• Download the document
• Generate audit reports
• Notify stakeholders
• 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 “DMSAddHistoryToDocumentDef” example:

• Create a new process definition named “DMSAddHistoryToDocumentDef” and open it in designer mode. 
• Drag an “updateVariables, DMSAddHistoryToDocument” 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 "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 "DMSAddHistoryToDocument" 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 message to add to the document's history. 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 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 Add History to Document step, FlowWright retrieves the specified document using the configured Document ID and appends the configured history message to the document's activity history. If the operation completes successfully, the workflow follows the True return path. If the document cannot be found, the executing user does not have permission to update the document history, or the history entry cannot be recorded, the workflow follows the False return path. Click the process step to view its properties. The step should successfully add the history entry and return True upon completion. Verify within the Document Management System that the new history message appears in the document's history or audit log.

• 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 History” option. 

• The document's history is shown in the example below, with the history information added through the workflow process.  

Tips:

• Use concise and meaningful history messages that clearly describe the business event or workflow action.
• Record important workflow milestones to improve document traceability and audit readiness.
• Include relevant information such as approval outcomes, workflow names, or process identifiers when appropriate.
• Ensure that the executing user has permission to update document history.
• Use workflow variables to dynamically generate history messages containing runtime values.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with Create Document, Review Document, Approve Document, Archive Document, Check In Document, or Add History to Folder workflow steps to automate complete document governance and audit workflows.

Notes:

• The specified document must already exist in the FlowWright Document Management System.
• The executing user must have sufficient permissions to update document history.
• Adding a history entry does not modify the document content, metadata, permissions, or revision.
• History entries become part of the document's audit trail and assist with governance, troubleshooting, and compliance reporting.
• 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 history entries should follow your organization's audit, records management, and documentation standards.

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
• History message configuration
• 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.