Description:

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

The Get Folder Link workflow step generates a link to the selected DMS folder and stores the resulting URL in a FlowWright Variable or a Global Variable. The generated link can be used by subsequent workflow steps to provide quick access to the folder from emails, notifications, reports, dashboards, or external integrations.

This step provides an efficient way to automate the sharing of document repository locations while maintaining centralized access through the FlowWright Document Management System.

The step supports:

• Retrieval of DMS folder links
• Folder selection from the document repository
• Storage of generated folder links in FlowWright Variables or Global Variables
• Integration with the FlowWright Document Management System
• Workflow-driven document repository navigation

This step can be used for:

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

Usage:

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

The workflow generates a link for the selected folder and stores the resulting URL in the configured workflow variable.

A typical workflow might look like this:

Once the folder 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 link to external systems
• Continue document management workflows

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

Example:

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

• Create a new process definition named “DMSGetFolderLinkDef” and open it in designer mode. 
• Drag a “DMSFolderExist, DMSGetFolderLink, PlaceHolder” 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 folder ID and link. 
• 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 a 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.  

• Click the "DMSGetFolderLink" 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. Provide a variable or global reference to store the “Folder Link”. 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. You may choose between “Selecting the folders” and using “Variable or Global' that contains the Folder ID value. In the example below, the variable reference contains the ”Folder ID" value from the “DMSFolderExist” process step. Click the Save button. 

• Configure the connection between the “DMSFolderExist” and “DMSGetFolderLink” steps as “True”, and between the “DMSFolderExist” 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 Folder Link step, FlowWright retrieves the selected folder and generates a link that points directly to the folder within the Document Management System. 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 selected folder 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 folder link and return True upon completion. Verify that the configured Variable or Global Variable contains the generated folder URL and use it in subsequent workflow activities such as email notifications or approval tasks.

• 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 folder link GUID value matches the variable or global reference. 

Tips:

• Verify that the selected folder exists before executing the workflow.
• Ensure that the executing user has permission to access the selected folder.
• Store the generated folder link in a Variable or Global Variable for reuse throughout the workflow.
• Use the generated link in email notifications, approval requests, and workflow forms to simplify user navigation.
• Consider combining this step with document retrieval activities to provide direct access to both folders and documents.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with Get Documents, Get Sub Folders, Download Document, Set Document Permissions, or Email workflow steps to automate complete document collaboration and repository navigation workflows.

Notes:

• The selected folder must already exist in the FlowWright Document Management System.
• The executing user must have sufficient permissions to access the selected folder.
• The generated link points to the selected folder within the FlowWright DMS.
• Users accessing the generated link must have appropriate permissions to view the folder and its contents.
• 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.
• The generated folder 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:

• Folder selection
• 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.