Description:

This step updates an existing document stored in the FlowWright Document Management System (DMS).

The Update Document workflow step identifies a document using its Document ID and replaces its content with the file specified by the configured file path.

The step supports automatic document checkout before updating and automatic check-in after the update completes. This enables document version control while maintaining proper document locking and collaboration practices.

This step provides an efficient way to automate document updates as part of approval workflows, document revisions, content synchronization, compliance updates, or document lifecycle management.

The step supports:

• Updating existing DMS documents
• Document selection using a Document ID
• Updating document content from a local file
• Automatic document checkout
• Automatic document check-in
• Integration with the FlowWright Document Management System

This step can be used for:

• Document revision workflows
• Controlled document updates
• Compliance document maintenance
• Document synchronization
• Automated publishing
• Version-controlled document management
• Business process automation

Usage:

The Update Document step is typically placed after document generation, content modification, approval, or synchronization activities within a workflow.

The workflow retrieves the specified document, updates its contents using the configured file, and optionally performs automatic checkout and check-in operations.

A typical workflow might look like this:

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

• Notify document owners
• Start approval workflows
• Publish the updated revision
• Synchronize external repositories
• Archive previous versions
• Generate audit reports
• 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 “DMSUpdateDocumentDef” example:

• Create a new process definition named “DMSUpdateDocumentDef” and open it in designer mode. 
• Drag an “updateVariables, DMSCheckOutDocument, DMSUpdateDocument, DMSCheckInDocument” step to the canvas.
• Connect the dots between the “Start” and the other steps, as shown above. 
• Define a variable or global to hold the Document ID and the new file path. 
• 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 "DMSCheckOutDocument" 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 variable or global reference that will hold the “Revision Document ID” value. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Click the "DMSUpdateDocument" 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 file path to the new document 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 "DMSUpdateDocument" step to configure its "Optional" properties. Select “ON” to check out the document if it hasn't already been checked out. Select “ON” to check in after the update. 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.

• Click the "DMSCheckInDocument" step to configure its "Required" properties. Provide a name for the step. Provide a variable or global reference that holds 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 "DMSCheckInDocument" step to configure its "Optional" properties. Provide the comments. Click the Save button. 

• Save the Process Definition. Create a new Process Instance and execute it. When the workflow reaches the Update Document step, FlowWright retrieves the specified document using the Document ID and replaces its contents with the specified file. If the Check Out if Not Checked Out option is enabled, the document is automatically checked out before the update. If the Check In After Update option is enabled, the updated document is automatically checked back into the repository after the update completes successfully. If the operation completes successfully, the workflow follows the True return path. If the document cannot be found, the specified file cannot be accessed, the document cannot be checked out or checked in, or the update operation cannot be completed, the workflow follows the False return path. Click the process step to view its properties. The step should successfully update the document and return True upon completion. Verify that the updated document content is available in the Document Management System and that a new document revision has been created when version control is enabled.

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

• The page displays the history information as shown in the example below.  As noticed, the document was checked out for changes and updated in this workflow example. 

Tips:

• Verify that the specified Document ID references an existing document.
• Ensure that the specified file path points to a valid and accessible file.
• Enable automatic checkout when documents are managed using check-out/check-in workflows.
• Enable automatic check-in to ensure updated documents become available to other users immediately after processing.
• Verify that the executing user has permission to update documents within the repository.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with the Download Document, Set Document Permissions, Archive Document, Approve Document, or Email Document workflow steps to automate the complete document lifecycle.

Notes:

• The specified document must already exist in the FlowWright Document Management System.
• The specified file must exist and be accessible by the FlowWright server.
• The executing user must have sufficient permissions to update the document and optionally check it out or check it in.
• Automatic checkout and check-in behavior depends on the configured options.
• Updating a document replaces its content but retains the document record and associated metadata.
• Invalid Document IDs, inaccessible files, or insufficient permissions may cause the step to return False.
• The workflow should include appropriate error handling for the False return path.
• If document versioning is enabled, updating the document may create a new document revision.

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
• File path configuration
• Check-out and check-in options
• 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.