Description:

This step retrieves a link to a document in the FlowWright Document Management System (DMS).

The Get Document Link workflow step identifies a document by its Document ID and generates a URL that provides direct access to it within the FlowWright Document Management System.

The generated link is stored in a FlowWright Variable or Global Variable, allowing subsequent workflow steps to include the document URL in email notifications, approval requests, workflow forms, reports, dashboards, or integrations with external systems.

This step provides an efficient way to automate document sharing while maintaining centralized access to documents and repository security.

The step supports:

• Generation of document links
• Document selection using a Document ID
• Storage of generated document links in FlowWright Variables or Global Variables
• Integration with the FlowWright Document Management System
• Workflow-driven document sharing and navigation

This step can be used for:

• Document approval workflows
• Email notifications
• Task assignments
• Repository navigation
• Compliance reporting
• Document collaboration
• Business process automation

Usage:

The Get Document Link step is typically placed before email notifications, task assignments, reporting, or collaboration activities within a workflow.

The workflow retrieves the specified document by its Document ID and generates a direct link to it. The generated URL is stored in the configured workflow variable for later use.

A typical workflow might look like this:

Once the document link has been generated, later workflow steps can:

• Include the link in email notifications
• Populate workflow forms
• Create approval tasks
• Generate reports
• Build dashboard links
• Pass the document link to external systems
• 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 “DMSGetDocumentLinkDef” example:

• Create a new process definition named “DMSGetDocumentLinkDef” and open it in designer mode. 
• Drag an “updateVariables, DMSDocumentExist, DMSGetDocumentLink, Placeholder” 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. 

• Click the "DMSGetDocumentLink" step to configure its "Required" properties. Provide a name for the step. Provide the variable or global reference that contains the document ID. Provide the variable or global reference to hold the document link. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Configure the connection between the “DMSCheckDocumentExist” and “DMSGetDocumentLink” steps as “True”, and between the “DMSCheckDocumentExist” and the “Placeholder” as “False”. 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 Get Document Link step, FlowWright retrieves the specified document using the configured Document ID and generates a direct link to the document. If the operation completes successfully, the generated link is stored in the configured Variable or Global Variable, and the workflow follows the True return path. If the document cannot be found, the executing user does not have permission to access it, or link generation cannot be completed, the workflow follows the False return path. Click the process step to view its properties. The step should successfully generate the document link and return True upon completion. Verify that the configured Variable or Global Variable contains the generated document URL and use it in subsequent workflow activities such as email notifications, workflow forms, or approval tasks. 

• 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 specified Document ID references an existing document.
• Ensure that the executing user has permission to access the selected document.
• Store the generated document link in a Variable or Global Variable for reuse throughout the workflow.
• Use the generated link in email notifications, approval requests, workflow forms, and dashboards to simplify access to documents.
• Consider combining this step with document upload or approval activities to automatically notify users when documents become available.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with Upload Document, Download Document, Get Documents, or Set Document Permissions, or with the Email workflow step to automate complete document collaboration and lifecycle workflows.

Notes:

• The specified document must already exist in the FlowWright Document Management System.
• The executing user must have sufficient permissions to access the document.
• The generated link points directly to the selected document within the FlowWright DMS.
• Users accessing the generated link must have appropriate permissions to view the document.
• Invalid Document IDs or insufficient permissions may cause the step to return False.
• The workflow should include appropriate error handling for the False return path.
• The generated document link is stored in the configured Variable or Global Variable for use by subsequent workflow steps.

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
• Variable or Global Variable mapping
• DMS security permissions
• Workflow variable mappings
• Environment-specific settings

After verifying the configuration, save the Process Definition before execution.

Click here to download the sample file.