Question:
How can I use workflow to automatically clip a document once stored?
Answer:
Clipping stored documents to an existing document in a file cabinet is possible through the use of DocuWare Workflow. To set up a workflow that can perform this task, please refer to the following example which can be set up by doing the following;
How can I use workflow to automatically clip a document once stored?
Answer:
Clipping stored documents to an existing document in a file cabinet is possible through the use of DocuWare Workflow. To set up a workflow that can perform this task, please refer to the following example which can be set up by doing the following;
Before we begin to configure our workflow, please create the following Global Variables;
Text Global Variables
Text Global Variables
- FileCabinetId
- RemoveFile
Numeric Global Variable
- FoundDoc
- StoredDoc
The following screenshot shows what the completed workflow will look like. This example consists of two activities, an Assign Data and a Web Service Activity. 
- Create an Assign Data activity, and we'll have four assignments to make as shown in the screenshot below,
For our Global Variable, FoundDoc, we'll use a File Cabinet lookup to find a document to which we want to clip our document.
In our example, we have the following WHERE clause used below that is checking for a document that is looking for a Customer ID that has 1234 and a document type of "Purchase Order"
For this, be sure to use a global variable to have more flexibility in what you're looking for. The expected result of this lookup is to obtain a docId of a found document. This will be where we're going to clip our stored documents to.
For the remaining global variables,
StoredDoc: We're getting the DocID of our stored document
FileCabinetId: We're getting the File Cabinet Id that we stored our document into, and is where the document we want to clip to is as well.
RemoveFile: We choose either true or false to indicate whether we want the document deleted after clipping.
- Our next step is to create the Web Service activity. In the General section, name the activity, and choose "DocuWare Platform API" from the Web Service dropdown. Lastly, choose "Put /FileCabinets/{FileCabinetId}/Operations/ProcessDocumentAction?docId={DocId}" from the Endpoint dropdown.
- Finally, use the following setting shown below from the Request section of the Web Service Activity.
With the Web Service configured, you should see that when a document is stored and triggers this workflow, it will look for a document where the Customer ID is 1234 and is a Purchase Order Document Type. Once located, it will clip onto that found document.
KBA is applicable for both Cloud and On-premise Organizations
