Description:

This step archives a folder in the FlowWright Document Management System (DMS).

The Archive Folder workflow step identifies a folder using its Folder ID and changes its status to Archived. The folder remains in the repository, along with its documents, metadata, permissions, and history, but is treated as an archived folder rather than an active workspace.

This step provides an efficient way to automate repository lifecycle management by archiving completed project folders, customer workspaces, department repositories, or compliance records without permanently deleting their contents.

The step supports:

• Folder archival
• Folder selection using a DMS folder reference
• Preservation of folder metadata
• Preservation of folder history and audit records
• Integration with the FlowWright Document Management System
• Automated repository lifecycle management

This step can be used for:

• Project closure
• Customer offboarding
• Department repository cleanup
• Records retention
• Compliance documentation
• Repository administration
• Business process automation

Usage:

The Archive Folder step is typically placed after project completion, document retention processing, repository cleanup, or department restructuring activities within a workflow.

The workflow retrieves the selected folder and changes its status to Archived, preserving the folder and its contents while removing it from active day-to-day repository operations.

A typical workflow might look like this:

Once the folder has been archived, later workflow steps can:

• Generate audit reports
• Add history entries
• Enforce retention policies
• Archive associated documents
• Notify repository administrators
• Synchronize external repositories
• Continue repository 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 “DMSArchiveFolderDef” example:

• Create a new process definition named “DMSArchiveFolderDef” and open it in designer mode. 
• Drag a “DMSArchiveFolder” step to the canvas.
• Connect the dots between the “Start” and the “DMSArchiveFolder" step, as shown above. 
• Define a variable or a global to hold the DMS Folder ID. 
• Click the "DMSArchiveFolder" 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 Archive Folder step, FlowWright retrieves the selected folder and changes its status to Archived. 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 archive folders, the folder is currently involved in another repository operation, or the archive operation cannot be completed, the workflow follows the False return path. Click the process step to view its properties. The step should successfully archive the folder and return True upon completion. Verify in the Document Management System that the folder is marked as Archived, while its documents, metadata, and history remain available in accordance with your organization's repository policies.

• On the DMS page, select the folder, then click View > Archive.  

• The list of archived folders is displayed in the table below. You can use the Search textbox to filter the results. 

• Select the item in the table, then click the Actions menu to open the “Restore, Destroy, and Empty” features. 

• Restore an Archive. Select the folder in the table, then click Actions > Restore. 

• A confirmation pop-up window appears. Click the OK button. 

• The archived folder is “undone” and removed from the DMS Archive folder. A confirmation message is displayed in the top-right corner.  

• Destroy an Archive. Select the folder in the table, then click Actions > Destroy. 

• A pop-up is displayed for confirmation. Click the OK button. The archived folder is marked “removed permanently,” and a confirmation message appears in the top-right corner.  

• Empty an Archive. Select Actions > Empty menu option to remove all archived folders.

• Type “REMOVE” in the text box and click the “Empty Archive” button to start. All archived folders and their contents are removed, and a confirmation message appears in the top-right corner. 

Tips:

• Verify that the selected folder exists before executing the workflow.
• Ensure that all required documents have been finalized before archiving the folder.
• Archive folders rather than delete them when retention or compliance requirements apply.
• Ensure that the executing user has permission to archive repository folders.
• Consider adding a history entry before or after the archive operation to document the business reason for the archive.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with Archive Document, Add History to Folder, Set Folder Permissions, Generate Folder Link, or Delete Folder workflow steps to automate complete repository lifecycle and records management workflows.

Notes:

• The selected folder must already exist in the FlowWright Document Management System.
• The executing user must have sufficient permissions to archive folders.
• Archiving a folder preserves its documents, metadata, permissions, and audit history.
• Archived folders remain available to authorized users in accordance with the repository configuration and retention policies.
• Active workflows or repository policies may prevent a folder from being archived until prerequisite activities have been completed.
• 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 archival activities should be audited in accordance with your organization's records management, governance, and compliance policies.

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
• Workflow variable mappings
• DMS security permissions
• Repository retention policies
• Environment-specific settings

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

Click here to download the sample file.