Description:

This step adds a history entry to a folder in the FlowWright Document Management System (DMS).

The Add History to Folder workflow step identifies a folder using its Folder ID and appends a custom history message to the folder's audit history. The history entry is added to the folder's activity log, providing a chronological record of significant business events, workflow actions, administrative changes, or compliance-related activities.

This step provides an efficient way to automate audit logging and improve traceability throughout the document lifecycle without modifying the folder itself or its security configuration.

The step supports:

• Adding custom folder history entries
• Folder selection using a Folder ID
• Recording workflow-generated audit messages
• Preserving folder activity history
• Integration with the FlowWright Document Management System
• Automated audit and compliance logging

This step can be used for:

• Audit trail creation
• Compliance documentation
• Workflow event logging
• Records management
• Administrative tracking
• Repository management
• Business process automation

Usage:

The Add History to Folder step is typically placed after significant workflow activities that affect a folder, such as folder creation, permission changes, document uploads, document archiving, or administrative actions.

The workflow retrieves the selected folder and appends the specified history message to the folder's history log.

A typical workflow might look like this:

Once the history entry has been added, later workflow steps can:

• Upload documents into the folder
• Route documents for review or approval
• Modify folder permissions
• Generate audit reports
• Notify administrators
• 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 “DMSAddHistoryToFolderDef” example:

• Create a new process definition named “DMSAddHistoryToFolderDef” and open it in designer mode. 
• Drag a “DMSAddHistoryToFolder” step to the canvas.
• Connect the dots between the “Start” and “DMSAddHistoryToFolder” steps, as shown above. 
• Click the "DMSAddHistoryToFolder" 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. 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 Add History to Folder step, FlowWright retrieves the selected folder and appends the configured history message to the folder's activity history. If the operation completes successfully, the workflow follows the True return path. If the folder cannot be found, the executing user does not have permission to update the folder history, or the history entry cannot be recorded, the workflow follows the False return path. Click the process step to view its properties. The step should successfully add the history entry and return True upon completion. Verify within the Document Management System that the new history message appears in the folder's activity or history log.

• On the DMS page, select the folder, click the ellipsis button, and select the “View History” option. 

• The DMS Folder history information table is rendered on a new page, as shown in this example below. 

Tips:

• Use concise, meaningful history messages that clearly describe the business event or workflow action.
• Include relevant information such as project names, approval milestones, or administrative actions when appropriate.
• Ensure that the executing user has permission to update folder history.
• Add history entries after significant workflow milestones to improve auditability.
• Use workflow variables to dynamically generate history messages containing process data.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with Create Folder, Set Folder Permissions, Upload Document, Add History to Document, or Archive Document workflow steps to automate complete repository governance and audit workflows.

Notes:

• The selected folder must already exist in the FlowWright Document Management System.
• The executing user must have sufficient permissions to update folder history.
• Adding a history entry does not modify the folder structure, security settings, or document contents.
• History entries become part of the folder's audit trail and can assist with governance, troubleshooting, and compliance reporting.
• 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.
• Folder history entries should follow your organization's audit and documentation standards.

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:

• Folder selection
• History message configuration
• 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.