Description:

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

The Check if Folder Exists workflow step searches the selected parent folder for a child folder named as specified. If a matching folder is found, the step stores the folder's unique Folder ID in a FlowWright Variable or Global Variable.

This step provides an efficient way to validate folder existence before performing operations such as creating folders, uploading documents, moving documents, archiving content, or managing folder permissions, helping prevent unnecessary errors during workflow execution.

The step supports:

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

This step can be used for:

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

Usage:

The Check if Folder Exists step is typically placed before folder creation, document upload, folder management, or repository organization activities within a workflow.

The workflow searches the selected parent folder for the specified child folder. If the folder exists, its Folder 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 folder has been located, later workflow steps can:

• Upload documents into the folder
• Retrieve folder contents
• Create subfolders
• Modify folder permissions
• Generate folder links
• Archive the folder
• Continue document lifecycle management

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

Example:

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

• Create a new process definition named “DMSFolderExistDef” and open it in designer mode. 
• Drag a “DMSFolderExist” step to the canvas.
• Connect the dots between the “Start” and “DMSFolderExist” steps, as shown above. 
• Click the "DMSFolderExist" 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 name of the folder that belongs to the parent folder. Provide the variable or global reference to store the “Folder 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 Parent folder, or provide a variable or global reference containing the DMS folder ID. Click to expand or collapse the DMS folders. Select the Parent folder and click the Save button.  You need to provide one of the folder names in the parent folder.  

• 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 Folder Exists step, FlowWright searches the selected parent folder for a child folder that matches the specified folder name. If a matching folder is found, the Folder ID is stored in the configured Variable or Global Variable, and the workflow follows the True return path. If no matching folder exists, the workflow follows the False return path. Click the process step to view its properties. The step should successfully determine whether the folder exists and, when found, populate the configured Variable or Global Variable with the Folder ID for use by subsequent workflow steps.

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

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

Tips:

• Verify that the selected parent folder exists before executing the workflow.
• Ensure that the folder name exactly matches the folder stored in the repository.
• Store the returned Folder ID in a Variable or Global Variable for subsequent folder operations.
• Use this step before creating folders to avoid duplicate folder names.
• Use the retrieved Folder ID with other DMS workflow steps that require a folder reference.
• Use workflow variables to dynamically supply folder names during runtime.
• Use the True and False return paths to implement appropriate conditional workflow logic.
• Combine this step with the Create Folder, Get Sub Folders, Get Documents, Get Folder Link, or Upload Document workflow steps to automate the complete folder 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 parent folder and its child folders.
• Folder searches are performed only within the selected parent folder.
• When a matching folder is found, its unique Folder ID is stored in the configured Variable or Global Variable.
• Invalid parent 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 Folder ID can be reused by subsequent DMS workflow activities without performing another folder 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
• Folder name mapping
• Folder 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.