Description:

This step checks whether a document exists within a selected Document Management System (DMS) folder.

The Check if Document Exists workflow step searches a specified DMS folder for a document with the supplied document name. If a matching document is found, the step stores the document's unique Document ID in a FlowWright Variable or Global Variable.

This step provides an efficient way to validate document existence before performing operations such as updating, downloading, moving, deleting, or modifying document permissions, helping prevent unnecessary errors during workflow execution.

The step supports:

• Document existence validation
• Document lookup by name
• Folder-specific document searches
• Retrieval of the document's unique Document ID
• Storage of the Document ID in a FlowWright Variable or Global Variable
• Integration with the FlowWright Document Management System

This step can be used for:

• Document validation
• Duplicate document detection
• Conditional document processing
• Repository synchronization
• Compliance workflows
• Automated document lifecycle management
• Business process automation

Usage:

The Check if Document Exists step is typically placed before document upload, update, download, deletion, or permission management activities within a workflow.

The workflow searches the selected folder for the specified document. If the document exists, its Document ID is stored in the configured workflow variable, allowing subsequent workflow steps to perform additional operations using the retrieved identifier.

A typical workflow might look like this:

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

• Update the document
• Download the document
• Modify document permissions
• Generate document links
• Archive the document
• Perform document approval workflows
• Continue document lifecycle management

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

Example:

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

• Create a new process definition named “DMSDocumentExistDef” and open it in designer mode. 
• Drag an “updateVariables, DMSDocumentExist” step to the canvas.
• Connect the dots between the “Start” and other steps, as shown above. 
• Define a variable or global reference to store the document name and ID.
• Click the "updateVariables" step to configure its "Required" properties. Provide a name for the step.

• Click the "updateVariables" step to configure its "Optional" properties. Provide a variable or global reference to store the document name. Set “Has Expression” to “No” if the value is not a C# expression. Click the Save button. 

• Click the "DMSDocumentExist" 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 variable or global reference that contains the document name and stores the document 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 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 Check if Document Exists step, FlowWright searches the selected folder for a document that matches the specified document name. If a matching document is found, the Document ID is stored in the configured Variable or Global Variable and the workflow follows the True return path. If no matching document exists, the workflow follows the False return path. Click the process step to view its properties. The step should successfully determine whether the document exists and, when found, populate the configured Variable or Global Variable with the Document ID for use by subsequent workflow steps.

• On the DMS page, navigate and select the actual document used in this example. Click the ellipsis button for context features. Select the “Get URL” menu. 

• A pop-up window displays the document link, and the GUID matches the variable or global reference. 

Tips:

• Verify that the selected parent folder exists before executing the workflow.
• Ensure that the document name exactly matches the document stored in the repository.
• Store the returned Document ID in a Variable or Global Variable for subsequent document operations.
• Use this step before updating, downloading, deleting, or assigning permissions to a document.
• Use workflow variables to dynamically supply document names during runtime.
• Use the True and False return paths to implement appropriate conditional workflow logic.
• Combine this step with the Upload Document, Update Document, Download Document, Get Document Link, or Set Document Permissions workflow steps to automate the complete document lifecycle.

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.
• Document searches are performed within the selected folder.
• When a matching document is found, its unique Document ID is stored in the configured Variable or Global Variable.
• Invalid folder selections or insufficient permissions may cause the step to return False.
• The workflow should include appropriate error handling for the False return path.
• The retrieved Document ID can be reused by subsequent DMS workflow activities without performing another document lookup.

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
• Document name mapping
• Document 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.