Description:

This step checks a document back into the FlowWright Document Management System (DMS).

The Check In Document workflow step identifies a checked-out document using its Document ID and completes the check-in operation. Once checked in, the document becomes available for other authorized users and workflows, and the editing session is completed.

An optional check-in comment can be supplied to describe the changes made to the document. This comment becomes part of the document's revision history and provides additional context for future reviewers and administrators.

This step provides an efficient way to automate document publishing after editing, ensuring controlled version management and maintaining a complete audit trail of document revisions.

The step supports:

• Document check-in
• Document selection using a Document ID
• Optional revision comments
• Controlled document version management
• Integration with the FlowWright Document Management System
• Automated document lifecycle management

This step can be used for:

• Document publishing
• Version-controlled document management
• Engineering change workflows
• Quality document revisions
• Compliance documentation
• Document approval workflows
• Business process automation

Usage:

The Check In Document step is typically placed after document editing, updates, or reviews within a workflow.

The workflow retrieves the specified document using its Document ID, checks it back into the repository, and records the optional revision comment.

A typical workflow might look like this:

Once the document has been checked in, later workflow steps can:

• Route the document for review
• Generate document links
• Notify reviewers
• Publish the document
• Generate audit reports
• Archive previous revisions
• Continue document lifecycle management

The document must already exist within the FlowWright Document Management System and currently be checked out before this step is executed.

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 a 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 whom to route the Task. Provide the task's detailed 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 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 Check In Document step, FlowWright retrieves the specified checked-out document using the configured Document ID and completes the check-in operation. If a check-in comment has been provided, it is recorded in the document's revision history. If the operation completes successfully, the document is released for use by other authorized users, and the workflow follows the True return path. If the document cannot be found, is not currently checked out, the executing user does not have permission to perform the check-in, or the operation cannot be completed, the workflow follows the False return path. Click the process step to view its properties. The step should successfully check the document back into the repository and return True upon completion. Verify that the document is no longer checked out and that the revision history includes the optional check-in comment.

• Hover the mouse over the “Task” status to view it 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. 

Tips:

• Verify that the specified Document ID references an existing document.
• Ensure that the document has been checked out before attempting to check it in.
• Provide meaningful revision comments to improve document traceability and revision history.
• Ensure that the executing user has permission to check documents back into the repository.
• Complete all document updates before performing the check-in operation.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with the Check Out Document, Update Document, Review Document, Get Document Link, or Publish Document workflow steps to automate complete document-editing and approval workflows.

Notes:

• The specified document must already exist in the FlowWright Document Management System.
• The document must currently be checked out before it can be checked in.
• The executing user must have sufficient permissions to perform the check-in operation.
• The optional comment becomes part of the document revision history and can assist with future auditing and change tracking.
• Checking in a document releases the lock and makes it available to other authorized users.
• Invalid Document IDs, unchecked-out documents, or insufficient permissions may cause the step to return False.
• The workflow should include appropriate error handling for the False return path.
• Document check-in activities should be audited in accordance with your organization's document governance, quality management, 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:

• Document ID mapping
• Check-in comment 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.