Description:

This step downloads a document from the FlowWright Document Management System (DMS).

The Download Document workflow step retrieves a document using its Document ID and downloads the selected document revision to a temporary location on the FlowWright server. The downloaded file path is stored in a FlowWright Variable or Global Variable for use by subsequent workflow steps.

The step also supports selecting which document revision to download and optionally specifying a custom download folder name and file name.

This step provides an efficient way to automate document retrieval for downstream processing, email distribution, integration with external systems, archival, reporting, or workflow automation.

The step supports:

• Downloading documents from the FlowWright DMS
• Selecting the document revision to download
• Retrieving documents using a Document ID
• Custom download folder names
• Custom download file names
• Storage of the downloaded file path in a FlowWright Variable or Global Variable
• Integration with the FlowWright Document Management System

This step can be used for:

• Document processing workflows
• Email attachment generation
• Document archival
• External system integration
• Report generation
• Compliance workflows
• Business process automation

Usage:

The Download Document step is typically placed before document processing, email delivery, external integrations, or archival activities within a workflow.

The workflow retrieves the specified document from the FlowWright Document Management System, downloads the selected document revision, and stores the resulting file path in the configured workflow variable.

A typical workflow might look like this:

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

• Attach the document to emails
• Process the downloaded file
• Upload the file to external systems
• Archive the document
• Generate reports
• Perform document validation
• Continue document management workflows

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

Example:

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

• Create a new process definition named “DMSDownloadDocumentDef” and open it in designer mode. 
• Drag an “updateVariables, DMSDownloadDocument” 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 Revisions” menu. The page displays the document revision information as shown in the example below.  

• Click the ellipsis button to access context features. Select the “Details” menu. The page displays the document details as shown in the example below. As observed, the approved version is 1.1  

• 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 "DMSDownloadDocument" step to configure its "Required" properties. Provide a name for the step. Provide the variable or global reference that contains the “Document ID” value. Select the document revision (Current Revision or Approved Revision) from the drop-down list. Provide the variable or global reference to store the downloaded document file path. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Click the "DMSDownloadDocument" step to configure its "Optional" properties. Provide the folder name from the DMS to download. Provide the file name to download. 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 Download Document step, FlowWright retrieves the specified document, downloads the selected revision, and stores the resulting file path in the configured Variable or Global Variable. If the operation completes successfully, the workflow follows the True return path. If the document cannot be found, the selected revision does not exist, the executing user does not have permission to download the document, or the download operation cannot be completed, the workflow follows the False return path. Click the process step to view its properties. The step should successfully download the document and return True upon completion. Verify that the configured Variable or Global Variable contains the downloaded file path and that the file is available for subsequent workflow processing.

Tips:

• Verify that the specified Document ID references an existing document.
• Ensure that the executing user has permission to download the selected document.
• Select the appropriate document revision before downloading.
• Use a Variable or Global Variable to store the downloaded file path for downstream workflow activities.
• Specify custom download folder and file names when consistent naming conventions are required.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with the Get Documents, Email, Archive Document, Upload Document, or Set Document Permissions workflow steps to automate complete document-processing workflows.

Notes:

• The specified document must already exist in the FlowWright Document Management System.
• The executing user must have sufficient permissions to download the document.
• The downloaded file path is stored in the configured Variable or Global Variable for use by subsequent workflow steps.
• The optional download folder name and file name allow downloaded documents to follow organizational naming standards.
• Downloading a document does not modify the original document stored in the repository.
• Invalid Document IDs, unavailable document revisions, or insufficient permissions may cause the step to return False.
• The workflow should include appropriate error handling for the False return path.

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
• Document Revision selection
• Download file path mapping
• Optional folder and file naming
• 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.