Description:

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

The Create Folder workflow step creates a new child folder under a selected parent folder. During execution, the step creates the specified folder, generates a unique Folder ID, and stores it in a FlowWright Variable or Global Variable for use by subsequent workflow steps.

This step provides an efficient way to automate folder provisioning as part of project creation, employee onboarding, customer onboarding, document organization, records management, or repository administration workflows.

The step supports:

• Creating new folders within the DMS
• Selecting a parent folder
• Configuring the folder name
• Returning the generated Folder ID
• Integration with the FlowWright Document Management System
• Automated repository organization

This step can be used for:

• Project workspace creation
• Customer document repositories
• Employee document folders
• Department repository setup
• Records management
• Repository administration
• Business process automation

Usage:

The Create Folder step is typically placed at the beginning of workflows that require a dedicated repository location before documents are uploaded or managed.

The workflow creates the new folder beneath the selected parent folder and stores the generated Folder ID for subsequent DMS workflow activities.

A typical workflow might look like this:

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

• Upload documents into the folder
• Create subfolders
• Configure folder permissions
• Generate folder links
• Add folder history entries
• Retrieve documents
• Continue document lifecycle management

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

Example:

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

• Create a new process definition named “DMSCreateFolderDef” and open it in designer mode. 
• Drag an “UpdateVariable and a "DMSCreateFolder” step to the canvas.
• Connect the dots between the “Start” and other steps, as shown above. 
• Define a variable or a global to hold the DMS Folder ID and the result.  
• Click the "UpdateVariable" step to configure its "Required" properties. Provide a name for the step. Click the Save button. 

• Click the "UpdateVariable" step to set its "Optional" properties. Enter a variable reference to store the DMS Folder ID. Choose “No” for “Has Expression” if the value is not a C# expression. Click the Save button.

• Click the "DMSCreateFolder" 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. To add, provide a new folder name and a variable or global reference to store the result. 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. 

• 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 Folder step, FlowWright creates the specified folder beneath the selected parent folder. If the operation completes successfully, the generated Folder ID is stored in the configured Variable or Global Variable, and the workflow follows the True return path. If the parent folder cannot be found, a folder with the same name already exists, the executing user does not have permission to create folders, or the folder creation cannot be completed, the workflow follows the False return path. Click the process step to view its properties. The step should successfully create the folder and return True upon completion. Verify that the new folder appears in the Document Management System and that the configured Variable or Global Variable contains the generated Folder ID.

• On the DMS page, select the folder to view the new folder created through the workflow/process. 

Tips:

• Verify that the selected parent folder exists before executing the workflow.
• Use meaningful folder names that follow your organization's naming standards.
• Store the generated Folder ID for use by subsequent DMS workflow steps.
• Configure folder permissions immediately after creating a new folder.
• Use workflow variables to dynamically generate folder names based on project, customer, employee, or process information.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with Folder Exists, Set Folder Permissions, Upload Document, Add History to Folder, or Get Folder Link workflow steps to automate complete repository provisioning workflows.

Notes:

• The selected parent folder must already exist in the FlowWright Document Management System.
• The executing user must have sufficient permissions to create folders.
• The generated Folder ID is stored in the configured Variable or Global Variable and can be reused by subsequent workflow steps.
• Folder names should be unique within the selected parent folder to avoid naming conflicts.
• Invalid parent folder selections or insufficient permissions may cause the step to return False.
• The workflow should include appropriate error handling for the False return path.
• Folder creation activities should be audited in accordance with your organization's records management, 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:

• Parent folder selection
• Folder name mapping
• Folder ID variable mapping
• 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.