Description:

This step retrieves all subfolders contained within a selected Document Management System (DMS) folder.

The Get Sub Folders workflow step connects to the FlowWright Document Management System and retrieves the list of immediate child folders for the selected parent folder.

The retrieved folder list is stored in a FlowWright Variable or Global Variable, allowing subsequent workflow steps to iterate through folders, process documents, generate reports, or automate document management operations.

This step provides an efficient way to automate folder discovery as part of document processing, archival, migration, compliance, or workflow automation scenarios.

The step supports:

• Retrieval of DMS subfolders
• Parent folder selection
• Storage of retrieved folder lists in FlowWright Variables or Global Variables
• Integration with the FlowWright Document Management System
• Workflow-driven document repository navigation

This step can be used for:

• Document processing workflows
• Folder inventory reporting
• Document archival
• Repository synchronization
• Compliance auditing
• Document migration
• Business process automation

Usage:

The Get Sub Folders step is typically placed before document processing, migration, reporting, or repository management activities within a workflow.

The workflow retrieves all immediate subfolders of the selected parent folder and stores the resulting list of folders in the configured workflow variable.

A typical workflow might look like this:

Once the subfolder list has been retrieved, later workflow steps can:

• Iterate through each folder
• Retrieve documents from each folder
• Generate folder inventory reports
• Synchronize repository contents
• Archive documents
• Perform compliance validation
• Continue document management workflows

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

Example:

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

• Create a new process definition named “DMSGetFoldersDef” and open it in designer mode. 
• Drag an “updateVariables, DMSGetFolders” step to the canvas.
• Connect the dots between the “Start” and other steps, as shown above. 
• Define a variable or global to hold the “Document ID”.
• On the DMS page, navigate to the parent folder as shown in this example. Use the column selector to include the “ID” column to show. Copy and paste the “Folder ID” value to the clipboard. 

• 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 “Folder ID” value. Copy-paste the value from the clipboard. Click the Save button. 

• Click the "DMSGetFolders" step to configure its "Required" properties. Provide a name for the step. Click the button to select the parent folder. Provide the variable or global reference to store the “sub folders” 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.  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.  

• Alternatively, you can provide a variable or a global reference that contains the DMS parent folder ID. Note: The variable or global reference takes precedence over the parent folder selection. 

• 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 Sub Folders step, FlowWright reads the selected parent folder and retrieves all immediate child folders. If the operation completes successfully, the folder list is stored in the configured Variable or Global Variable, and the workflow follows the True return path. If the parent folder cannot be found, the user does not have permission to access it, or the retrieval operation cannot be completed, the workflow follows the False return path.
• Click the process step to view its properties. The step should retrieve the list of subfolders and return True upon successful completion. Verify that the configured Variable or Global Variable contains the expected folder list.

Tips:

• Verify that the selected parent folder exists before executing the workflow.
• Ensure that the executing user has permission to access the selected folder.
• Store the returned folder list in a Variable or a Global Variable that can hold multiple values.
• Use the returned folder list with For Each steps to process each folder individually.
• Combine this step with document retrieval activities to automate repository processing.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with Get Documents, Move Documents, Create Folder, or Delete Folder workflow steps to automate complete document management workflows.

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 folder.
• Only immediate child folders are retrieved by this step.
• Large repositories containing many subfolders may require additional processing time.
• The retrieved folder list reflects the current repository structure at the time the workflow executes.
• The workflow should include appropriate error handling for the False return path.
• The retrieved folder list 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:

• Parent 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.