Create Document

You can use this activity is you need to create a document in a routing process. A page for creating a document will open in Web Application.

Use this activity, if:

you intend to start a document routing process by clicking Start Process on the system main page;
the process is a sub-process of a larger process.

You should not use this activity, if you are going to start the process from the document page, since the document is already created.

Settings of the Create Document activity

To configure this activity, double click on it on the process graphic model (fig. 1). The page of this activity will open, which consists of the following tabs.

Fig. 1. Create Document activity

Common tab

Fig. 2 shows an example of this tab.

Fig. 2. Create Document activity settings

Silent mode – allows creating a document without creating and assigning a user task.

Name * — name of the Create Document activity, displayed on the graphic model, in the process documentation, process policies and the header of the settings window.

Task Name – select the naming method for the document creation task. The task name will be displayed in the user task list and on the task form in the web application.

Use operation name – use the name of the activity as the name of the user task;
The name is generated from template - generate the name from template. The template can include text, context variables and parameters of the current process instance.

Specify document type through context variable – When this check box is selected, in the Document type field, you must specify a variable that stores the document type. If this check box is not selected, in the Document type field you must select the type of the document.

Document Type – select the type of the created document. You can select a document type form the drop-down list or specify a context variable that stores the type of the created document (if you select the Specify document type through context variable option).

Form from document type - if this box is checked, in the Selected form* field you must specify the system or user form (views) which will be used in the Create document task in the web application. If this box is not checked, the system form Create will be used in tasks.

The selected form* – a form (views) can be selected from the drop-down list. You can choose default forms, Registration forms and User forms.

Folder – in this field, you can specify a variable that stores the folder in which the created document will be placed. To add a variable, click Add Variable next to the field.

Do not allow change folder - if you select this checkbox, the user in the web application will not be able to change the current folder specified in the Folder field.

Description – add a description of the activity.

The description is generated from a template box allows generating a task description from a template. The template can include text, context variables and parameters of the current process instance.

Availability on external devices - this section displays information on availability of this activity in ELMA ECM+ mobile application. If you select the Forbid to reassign option, users will not be able to reassign this task in the web application. This setting can be preconfigured by the administrator in the Administration > Access Settings > Processes, where access permissions for each process are configured. If a user has permissions to reassign tasks, the "Forbid to reassign" setting will be ignored.

The Forbid to reassign box forbids reassigning the task to another user in Web Application. This setting can be overwritten by the system administrator in Administration – Access Settings – Processes, where access permissions are assigned for each process. If a user has permissions to Reassign Tasks, the Forbid to reassign box is ignored.

The box Do not reassign to substitute user becomes available if the Forbid to reassign box is checked. This settings allows ignoring the substitution settings. The Do not reassign to substitute user option applies only to the current task. For example, if the executor of this task is a user, who is substituted by another user, then the substitution settings will be ignored and the task will be assigned to the substituted user.

Silent Mode - allows users to create document without assigning a user task (page 3).

Fig. 3. Create Document activity. Silent mode

The dialog box in the fig. 3 is very similar to the dialog box fig.2, but has an additional filed Attached file. This field allows you to automatically upload a new document version. To do this, select from the list or add a new context variable with the File predefined data type, which stores the new document version. When you create a document, the contents of this field will be automatically added to the document as the current version. If you leave this field empty, a document page without its version will be created.

The Document Type field is required.

If the Folder field is empty or the value of the context variable is not specified, the document created in silent mode will be automatically put into the My Documents folder.

Attached file - in this field you need to add a context variable with a predefined data type - File. This field is required. If this field is empty, a document page without its version will be created.

Fields Document type, Folder and Attachment are required.

Documents tab

This tab is similar to the Documents tab of the Make Decision activity.

Context tab

This tab is similar to the Context tab of the Send for Approval activity.

Execution Time tab

This tab is similar to the Execution Time tab of the Make Decision activity.

Binding document attributes tab

Fig. 3 illustrates an example of this tab.

Fig. 4. Binding document attributes tab

On this tab you can configure correspondence between the process context variables and document attributes, so that the context variables were automatically added to the document attributes.

To bind variables and attributes:

click on Not defined;
the list with the context variables of the same data type, as the selected document attribute, will open. Select one of the variables or create a new context variable, by clicking Create Property (fig. 5).
to enter a specific value of the variable, click Enter Value (fig. 6) and in the opened dialog box enter the required variable value.

Fig. 5. List of available variables

Settings of the outgoing connectors from the Create Document activity

To learn more about outgoing connector from the Create Document activity read here.