Automated Document Management Steps

 Last updated: January 22, 2018     


Add Documents to Watched Documents List

Adds documents to a user’s watchlist.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Document(s): Chooser window; pick the documents used in this step by either setting up an absolute path, assigning a variable or picking specific documents.
  • User(s): Chooser window; assign users to take an action on this step. You can assign from the Address Book or use a variable.

Cancel Electronic Signature

Cancels the electronic signature request for a document.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; Step description is displayed below the step in the workflow designer and in the process monitor. It is used to describe a step in a meaningful way to be helpful in workflow administration and troubleshooting.
  • Document: XML Variable; Refer the document xml variable for which the signature transaction required to be cancelled.

Check In Document

Upload new document as a new version of an existing document.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; Step description is displayed below the step in the workflow designer and in the process monitor. It is used to describe a step in a meaningful way to be helpful in workflow administration and troubleshooting.
  • Checked Out Document: Picklist (Use Path; Use Variable; Use Specific Document); Select the document to be checked out and locked from editing.
  • Document to Check In: Picklist (Use Path; Use Variable; Use Specific Document); Select the document to be checked in as the new version of an existing document.
  • Check In User: Picklist (Use Specific User; Use Variable); Specifies which User should be responsible for checking-in the document.
  • Output: Indicate whether you would like to store document and/or comments in a variable, and if so specify.

Check Out Document

This step checks out a document so that it is locked from being versioned by users who are not admins or the user assigned as the Check Out User.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Checkout Document: Select the document to be checked out and locked from editing.
  • Checkout user: The user to whom the Document Checkout will be attributed.  This user is displayed when other users view the Checked Out document and within the document’s history.  The selected user also determines who can cancel the check out or check in a new document version.

Check out Document Cancellation

This step cancels any active checkout/lock on a document.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Document checkout cancellation: Select a document to have the checkout cancelled. Selecting a document that is not checked out will result in step failure.
  • Cancellation user: The user to whom the Document Checkout Cancellation will be attributed. The selected user will appear in the document’s history.

Compare Documents

Compares two documents and store results in a new document or a new version.

    • Step Name: Text field (required); set a name for the step. Must be unique.
    • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Original Document: Choose the document to use as a base for comparison.
  • Revised Document: Choose the document to compare against the original.
  • Save new document as?: Radio button; Select New Version to save the results as a new version of the document. Select New Document to save the results as a new document.

Compare Document Versions

This step is used to compare contents of two document versions and store the results to a new document or new version.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Document: Chooser window; Select the document, which has more than one version, to be compared.
  • Compare Current Document Version With: Radio button; Select Previous Version to compare the current version to the previous one. Select First Version to compare the current version to the first version of the document.
  • Save new document as?: Radio button; Select New Version to save the results as a new version of the document. Select New Document to save the results as a new document.
  • Output: Radio Button/Picklist; Select XML variable to store the new document or the new version created.

Copy or Move Folder

Copy an existing folder (with all documents and subfolders) into a new location. Can also use this step if you need to move an existing folder to a new location.

    • Step Name: Text field (required); set a name for the step. Must be unique.
    • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Select an action: Radio buttons; choose “Move” if you want to move a folder and all its contents to a new location. Choose “Make a Copy” if you want to copy the folder and all its contents to a new location while leaving the original in its current location.
    • Destination Folder: Enter a name and location for the copied folder.
  • Folder name: Optionally choose a new name for the folder.
  • Output: Indicate whether you would like to store document and/or comments in a variable and, if so, specify.

Copy or Move Document

Copy or move an existing document into a new location. Document can be copied/moved with or without existing attributes.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; Step description is displayed below the step in the workflow designer and in the process monitor. It is used to describe a step in a meaningful way to be helpful in workflow administration and troubleshooting.
  • Select an Action: Radio button; Determines if the selected document should be “Moved” to another folder within SpringCM or if a “Copy” of the document should be made and stored.
  • Document: Picklist (Use Path; Use Variable; Use Specific Document); Select the specific document that should be copied or moved.
  • Destination Folder: Select the specific folder that the document should be stored in.
  • Output: Indicate whether you would like to store document and/or comments in a variable and, if so, specify.

Create Folder

This step enables you to create a new folder or use an existing folder.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Step description is displayed below the step in the workflow designer and in the process monitor. It is used to describe a step in a meaningful way to be helpful in workflow administration and troubleshooting.
  • New Folder Name: Enter new folder name or build expression to provide name.
  • New Folder Description: Enter folder description or build expression to provide description.
  • Parent Folder: This provide the location where the new folder should be created under. Select parent folder through path, existing folder or by variable.
  • Use Folder: If a folder with provided new folder name already exists in the provided parent folder, should it be returned, instead of creating a new one? If select Yes, enable this option so the existing folder will be returned, if select No, a new folder will be created, and will result in a duplicated folder name within the same parent folder
  • Inherit Attribute: If Parent folder is configured with Limited Attribute Group, should such permissions be inherited to the newly created folder.
  • Limited Attribute Groups: Select attribute groups allowed for this folder. User will be able to select only from the allowed attribute groups when applying attributes on documents in this folder.
  • Output Folders Variable: Select existing variable or create new variable to hold the output folder.

Create Link

You can store link/bookmark inside folders. This step enables you to create a link to a file within SpringCM to link to any external document/website.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Step description is displayed below the step in the workflow designer and in the process monitor. It is used to describe a step in a meaningful way to be helpful in workflow administration and troubleshooting.
  • Folder Destination: This provide the location of the folder where the new link should be created under. Select folder destination through path, existing folder or by variable.
  • Link Name: Enter Link name or build expression to provide name.
  • Link URL: Enter Link URL or build expression to create URL.
  • Link Description: Enter Link description or build expression to provide description.
  • Output (Store link in a variable): Select existing variable or create new variable to hold the output.
  • Output Path: Unselected/Failure/Success
    • Unselected - when no option is selected on output path.
    • Failure - when the engine is unable to process data provided in above listed properties.
    • Success - when the step is executed successfully.

Delete Document Reminder

Delete an existing reminder from a document.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Document: In this field, specify the document which should be evaluated to remove the reminder.
  • Reminder Name: Specify the name of the reminder to be deleted.
  • Reminder Date: Specify the reminder date of the reminder to be deleted.
  • Reminder Hour: Specify the reminder hour of the reminder to be deleted.
    Note: The Reminder Name, Date and Hour must all match for workflow to identify the proper reminder for deletion.
  • Output: Success, Failure Reminder Not Found, or Failure.

Email Document

This step will add the document as an attachment to your email.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Step description is displayed below the step in the workflow designer and in the process monitor. It is used to describe a step in a meaningful way to be helpful in workflow administration and troubleshooting
  • Documents: Select document(s) to be emailed. Document(s) will be emailed as separate attachments in one email message.
  • From Display Name: Enter From display name. This is display name only. The actual From email is a auto-generated random name with @springcm.com domain, therefore @springcm.com should be added to the white list to ensure it is not filtered into spam folder.
  • To: Identify email recipient.
  • To Selection: Identify the email recipient. This field allows you to select a SpringCM user from address book, or a variable containing SpringCM user.
  • Subject: Enter subject line for email. Can contain simple variables.
  • Add My Signature To This Email: If Yes is selected, user's SpringCM signature is added to the email. User's signature should be entered on Preferences page in SpringCM, under My Preferences -> General section.
  • Note: Enter email body. Can contain simple variables and HTML.
  • Reply To: Identify Reply To email address
  • Reply To Selection: Identify Reply To email address. This field allow you to select a SpringCM user from address book, or a variable containing SpringCM user.
  • Format: Select format for the document attachment. If you select Native, the document in its original format will be sent. If select PDF, the document will be converted into PDF.

Evaluate an xPath

Takes an XPath expression from an existing variable in workflow, evaluates it, and returns a result of Boolean (Boolean), Number (Double), String (String), or Node Set (XPathNodeIterator). For example, the Evaluate method could be used in a mathematical method.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text Field; Allows you to give some insight into what expression you are searching for to provide more detail to people looking at the workflow
  • Variable: Picklist; The variable that the XPath expression will evaluate. This could be the Params variable, a document XML, a folder XML, or any other variable that has an XML schema associated with it.
  • XPath: Text Field; The XPath expression that will be evaluating the variable you chose in the step above. You will need to understand XPath to fill this out, but some good example can be found by searching online for XPath expressions.
  • Output: Variable Selection; Allows you to output your XPath as a variable to use it later in workflow.

Evaluate Document Text

Evaluate Document text is used for searching a text within document content.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Step description is displayed below the step in the workflow designer and in the process monitor. It is used to describe a step in a meaningful way to be helpful in workflow administration and troubleshooting.
  • Document: This provide the location of the document. Select Document destination through path, existing folder or by variable.
  • Search Text: provide text to be used for evaluation; Enter text or build expression to provide text.
  • Exact Match: If checked, this step will evaluate for exact match of the text provided under “Search Text” else it can also return partial match(es)
  • Time Out: Enter the number of hours before this step times out.  Enter a time or build expression to provide time.
  • Output Path: Unselected/Failure/Match/ No Match
    • Unselected - when no option is selected on output path.
    • Failure - when the engine is unable to process data provided in above listed properties.
    • Match - When Match is found (depending on selection of exact match or not)
    • No Match - When no Match is found (depending on selection of exact match or not)

Extract PDF Fields

This step is used to extract PDF form fields and store the values in a variable.  The PDF document that will be used in this step should have a form fields with data. The data will be stored in the variable selected.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Document: Chooser window; Select the PDF document in which the form fields data will be extracted.
  • Output: Radio Button/Picklist; Select XML variable to store the values of the fields extracted.

Find Attachments

This step finds any related documents to the target document.  This could be relationships through attributes, attachments to an eForm, or text/email pairs from folder inbound emails.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Document(s): Select document(s) to search for attachments and related document(s).
  • Number of documents to be returned: Allows a limit to be set for the number of documents to be returned by the step. The maximum is 200 documents. This field can be left blank to default to the maximum of 200 documents.
  • Output: Saves the found attachments / related documents to either a new or existing XML variable.

Find Document

Locate document in SpringCM based on path, or document information. Save located document into an XML variable.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; Step description is displayed below the step in the workflow designer and in the process monitor. It is used to describe a step in a meaningful way to be helpful in workflow administration and troubleshooting.
  • Document: Specify criteria to find document(s): a path in SpringCM, a simple variable containing Document Id, or XML variable.
  • Variable: XML variable in which content from found document will be stored.

Find Documents by Folder

Locate all documents in a specified folder.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description (optional): Text field; allows you to enter an optional description to provide more detail about the step.
  • Folder: Chooser window; allows you to choose a folder in which to search for documents.
  • Include documents from Subfolders?: Checkbox; whether documents in subfolders should be included in the results.
  • Number of documents to be returned (optional): Text field; SpringCM limits search results on this step by default to 50. Can be changed to a number up to 200.
  • Variable: Typeahead text field/chooser window; select XML variable to save the resulting document(s).
  • Outputs:
    • Success - the line/output that is followed if the step runs without error, regardless of whether a document was returned
    • Failure - the line/output that is followed if the step fails
    • Match - the line/output that is followed if at least one document was found in the designated folder.
    • No Match - the line/output that is followed if no documents were found in the designated folder.

Find Documents by Metadata

Locate documents in SpringCM by metadata values.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description (optional): Text field; allows you to enter an optional description to provide more detail about the step.
  • Folder (optional): Chooser window; select the folder(s) to search through.
  • Ignored Document(s) (optional): Chooser window; select the document(s) to not return in search results.
  • Number of documents to be returned (optional): Text field; SpringCM limits search results on this step by default to 50. Can be changed to a number up to 200.
  • Document Attribute(s): Identify attributes and values to search for documents.
  • Variable: Typeahead text field/chooser window; select XML variable to save the resulting document(s).
  • Outputs:
    • Success - the line/output that is followed if the step runs without error, regardless of whether a document was returned
    • Failure - the line/output that is followed if the step fails
    • Match - the line/output that is followed if at least one document was found with the designated attributes.
    • No Match - the line/output that is followed if no documents were found with the designated attributes.

Merge PDF Document

Populate values into a PDF document. The triggers the Merge as PDF process normally done on the Documents screen.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Step description is displayed below the step in the workflow designer and in the process monitor. It is used to describe a step in a meaningful way to be helpful in workflow administration and troubleshooting.
  • Document Name: Text field; Enter a name for the document that gets created from the merge.
  • Document: Chooser window; Choose the documents to merge into a single PDF.
  • Folder: Chooser window; Select which folder where the new document is stored.
  • Delete the original PDFs after merge?: Checkbox; if checked, deletes the originals after they are merged into a single PDF.
  • Output: Radio options; “Make a new variable” stores your output in a new variable created from the execution of the workflow. You need to enter a variable name if you select this option. “Use an existing variable” lets you choose an existing variable to update with the execution of this workflow.

Remove Documents from Watched Document List

Remove Documents from Watched Document List. ‘Watched Documents’ are visible from the ‘My Watchlist’ widget in dashboards. The watchlist widget allows users to track documents throughout the contract lifecycle, even when not assigned to that user.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Document(s): Chooser window; pick the document used in this step by either setting up an absolute path, assigning a variable or picking a specific document. The document selected here will be removed from the user(s) watchlist(s).
  • User(s): Chooser window; select users (individuals or groups) who should have the document removed from their watchlist(s). Can select users from the Address Book or use a variable.
  • Remove from all watchlists: Check this flag if the document(s) should be removed from all users’ watchlists, instead of only a specific user or group. If the document should be removed from all watchlists, the ‘User(s)’ input is not available.

Rename Document

Update the title of the document.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text Field; Allows you to give some insight into what you are updating to provide more detail to people looking at the workflow.
  • Document to Rename: Select the document to be updated. Typically, this is an XML variable you have been using throughout your workflow.
  • New Document Name: Set the new document name. This can be a combination of pre-defined text, variable values, and XML variable node values.

Schedule Document Reminder

Schedule Document reminder is to set a reminder to a Document (for example, if you were to renew a contract after three years of the contract start date, you would set a reminder using this step). The Document, any reminder template, date and time are to be entered as inputs, along with task assignment email details (body, subject, sender, receiver).

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Step description is displayed below the step in the workflow designer and in the process monitor.
  • Document: Browse to the document variable being set up a reminder for.
  • Reminder Name: This is the name of the reminder.
  • Reminder Date: Allows choosing a reminder date by writing a condition (e.g., two years after the contract was signed) or one can fill an absolute date.
  • Reminder Hour: The hour in the day that the reminder is sent.
  • Task Assignment Email From - from: Designate the sender (variable, security group, an email ID).
  • Task Assignment Email To - from: Designate the receiver (variable, security group, an email ID).
  • Task Assignment Email Subject: The email subject for assigning the renewal task.
  • Task Assignment Email Body: The email body for assigning the renewal task.

Search

Search documents and/or folders using words (all, any), exact phrases within title, content, description and attributes. Inputs also include the folder to be searched in, whether sub-folders are to be included. The output folder or document can be stored.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Step description is displayed below the step in the workflow designer and in the process monitor.
  • With All Words: Search is performed with all words passed to the search step.
  • With Any Words: Search is performed with Any number of words passed to the search step
  • With Any Words: Search is performed to return results without these words.
  • With Exact Phrase: Search is performed to return results with the exact phrase.
  • Title: Search is performed within the title.
  • Content: Search is performed within the Content.
  • Description: Search is performed within the description.
  • Attribute: Search is performed within the Attributes.
  • Search Type: Search is performed to find relevant documents, folders or either.
  • Folder: Search is performed only within the selected folder.
  • Include Subfolders: Search is performed within the subfolders along with the folders.
  • Output: Based on the return, the folder is stored in a folder variable and document in document variable.

Send for External Review

Automatic step to send document out for External Review (i.e., route to non-SpringCM user) for review and edits.

  • Stage Name: Enter Stage name to assign this document to, this is only used by SpringCM TrackIt.
  • From: Set the sending email address under which the document should be sent out for external review.
  • Due in Days: Set the expiration time for the external review step, in days. After this number of days expires without a response, the workflow will continue via Expired output path.
  • To: Set the recipient(s) to whom the document should be external review. You can select specific individual(s) from the Address Book, select a variable, or select an XML variable.
  • To Email: Enter recipient email(s), or a variable containing the email.
  • Email Subject: Set the email subject for sending the document for external review.
  • Email Message: Set the email message body to be used when sending the document for external review.
  • Add My Signature To This Email: Select Yes to add user's signature to the email message. Signature must be entered in Preferences.
  • Notification Recipients: Enter recipients to receive notifications of external review. Notification recipients are cc'd on messages when document is sent for external review and received back. Notification recipients may not perform the external review.
  • Notification Recipient Emails: Enter email address(es) or variable(s) containing email address, for recipients to receive notifications. Notification recipients are cc'd on messages when document is sent for external review and received back. Notification recipients may not perform the external review.
  • Attachments: Select the document which should be sent for external review.
  • Output Comment: Set the variable which you would like the comments from external review to be saved into.
  • Output Documents XML Variable: Select XML variable to store the resulting document, i.e. original document with a new checked-in version received from external review
  • Updated Documents XML Variable: Select XML to store the document received from external review.
  • Suppress Emails to Sender on Completion: Select whether you would like to suppress email notification to the sender of the document upon completion of this step (e.g., if there is a different workflow task email notification that will be sent once next step is assigned).

Send for Signature

Automatic step to send document out for electronic signature

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description (optional): Text field; allows you to enter an optional description to provide more detail about the step.
  • Stage Name (optional): Text field; enter Stage name to assign this document to, used by workflow reports.
  • Document: Chooser window; Identify the document that will be sent for e-signature. The document will be auto converted to PDF format when sent for eSignature.

Signature Request Email

  • From: Chooser window; who is the sender? Identify user, or variable containing user, or email address of the user who initiates the e-signature. This user will be notified of the transaction details, such as notifications when each signatory signs the document.
  • To (optional): Chooser window; who should receive the signature request email? Identify the recipient(s) of the e-signature request, such as a user from Address Book, or a variable containing users’ emails. Recipients do not have to be SpringCM users. If 'Signatures Ordered' is set to 'Yes', the emails of the recipients must be listed in a predefined order, for example matching the order of the DocuSign or EchoSign tags on the document.
  • CC (optional): Chooser window; specify users/email addresses who need to be notified on this transaction.
  • Subject (optional): Text field; what is the subject line for this email.
  • Message (optional): Text field; specify the message that will be included in the email that is sent via EchoSign or DocuSign to the signatories.

Instructions

  • Expiration Days (Max 180 days)(optional): Text field; number of days before signature request expires.
  • Signer Password (optional): Text field; enter password for the signatories to enter when signing the document.
  • Signatures Ordered? (optional): Checkbox; if checked the order of signatures must be done in the order the recipients are listed. Default value is checked.
  • Require Knowledge Based Authentication (KBA) (optional): Checkbox; ONLY for Alphatrust, makes sure that all the signers have to go through KBA, which runs their information against credit bureaus/social media to validate identity.
  • Written Signature Required? (optional): Checkbox; select option to require the signatories to provide a written/wet copy of the signed document.
  • Sender signature required? (optional): Checkbox.
  • Signature Audit Events: Text field; default value = “None, Sent, Viewed, Signed, Rejected, Delegated, EmailBounced”.

Reminders

  • Send reminder after execution? (optional): Checkbox; send a task reminder email.
  • ADD REMINDER (optional): Button; shows fields to configure reminder.
  • Output
  • Store comments in a variable (optional): Checkbox; decide whether to store the user comments. If storing them, choose ‘Make a new variable’ or ‘Use an existing variable’.
  • Outputs:
    • Cancelled
    • Signed
    • Rejected
    • Updated
    • Failure
    • Timed Out

Split Document

This step is used to split a multi-page document to a single-page or another multi-page document. There are different ways on how to split the document. It could be by page number, range or XML format.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Document: Chooser window; Select the document to be split.
  • Folder: Chooser window; Select the location where the resulting documents will be saved after the split.
  • Select the split method: Radio button; Select Split via Page(s) if there is a specific page number or page range for the split; Select Split via XML if there is a specific XML format to be used for the split.
  • Pages: Text field; Select the page numbers from the original document to be included in the new document.  User can enter more than one page number using comma, or a range using a dash. Example: 1-4, 5, 12-15 .
  • Split XML: Text field/Expression builder; Indicate the XML format on how the user wants the document to be split.
  • New File Name: Text field/Expression builder; Provide the file name for the new document created after the split.
  • Delete Source Document?: Checkbox; Select Yes to delete the document identified in Document field after the split. Select No to keep the source document.
  • Output: Radio Button/Picklist; Select existing XML variable to store new document created after the split. User can also create a new XML variable from this field to store the document.

Update Security

Set document/folder security for user/group.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Document(s): Chooser window; pick the document used in this step by either setting up an absolute path, assigning a variable or picking a specific document. The updated security will be applied to the folder where the document lives.
  • Folder(s): Chooser window; pick the folder used in this step by either setting up an absolute path, assigning a variable or picking a specific folder. The updated security will be applied to the folder selected here.
  • User(s): Chooser window; select users (individuals or groups) who should have the updated security for the indicated document(s) or folder(s). Can select users from the Address Book or use a variable.
  • Wait for the update to complete?: Check this flag if the workflow should not continue until the update security step has been completed
  • Security: Select the permissions the user(s) should have to the document(s) or folder(s).

Update Document Keywords

Updates document description and keywords.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Document: Chooser window; choose the document for which you want the keywords updated.
  • Document Keywords: Text field/expression builder; enter the new keywords for the document you chose.

Update Document Metadata Value

Updates document attributes during the workflow execution.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Document: Chooser window; choose the document for which you want the metadata updated.
  • Document Attributes: Choose window; pick the document attributes you want to update with this workflow.

Wait for External Review

Holds the workflow while the document is out for review. This step is used with 'Review and Send for External Review' step.

  • Stage Name: Enter Stage name to assign this document to, this is only used by SpringCM TrackIt.
  • Document: Identify SpringCM document to be updated with information and document received from external review. In most cases, it will be the same document that was identified in Review and Send for External Review step.
  • Output Comments variable: Select variable to capture the comments received from external reviewer.
  • Output Documents XML Variable: Select XML variable to store the resulting document, i.e., original document with a new checked-in version received from external review.
  • Updated Documents XML Variable: Select XML to store the document received from external review.
  • Multiple Timeout Warning: Enter time interval for a timeout warning, identify whether it needs to be recurring, and enter Output name (Default name is set to "TimeOutWarining-"). Label this step outputs for each of the timeout warning intervals.

Wait for Signature

Holds the workflow until the signatory returns the document. This step is used with 'Review and Send for eSignature' step.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description (optional): Text field; allows you to enter an optional description to provide more detail about the step.
  • Stage Name (optional): Text field; enter Stage name to assign this document to, used by workflow reports.
  • Sender: Choose window; select the user that sent the request.
  • Document: Chooser window; Identify the document that will be sent for e-signature. The document will be auto converted to PDF format when sent for eSignature.
  • Signature Audit Events: Text field; default value = “None, Sent, Viewed, Signed, Rejected, Delegated, EmailBounced”.

Reminders

  • Send reminder after execution? (optional): Checkbox; send a task reminder email.
  • ADD REMINDER (optional): Button; shows fields to configure reminder.

Output

  • Store comments in a variable (optional): Checkbox; decide whether to store the user comments. If storing them, choose ‘Make a new variable’ or ‘Use an existing variable’.
  • Outputs:
    • Cancelled
    • Signed
    • Rejected
    • Updated
    • Failure
    • Timed Out

Watermark Document

Allows you to add watermark text to a document.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description (optional): Text field; allows you to enter an optional description to provide more detail about the step.
  • Document: Identify document to be watermarked.
  • Folder: Identify folder where to place new document, created by watermarking the source document.
  • Name: Identify name for the new watermarked document.
  • Page(s): Identify page numbers where watermarked should be applied.
  • Watermark Position: Enter the position of the watermark image on the page (in x,y parameters). Enter 50,50 for optimal central position.
  • Watermark Type: Choose between Text or Image.
  • Watermark Text: Enter watermark text, if not using watermark image. This text will be applied as a watermark on the identified pages of the source document.
  • Watermark Image: Identify file containing watermark image. This image will be applied as a watermark on the identified pages of the source document
  • Alignment: Choose center, left or right alignment.
  • Opacity: Enter percentage of watermark opacity. 100 is most opaque, and 0 is transparent (not visible).
  • Padding: Enter the padding for the watermark.
  • Rotation: Enter degree of rotation. Enter 90 for a vertical; enter 0 for horizontal; enter 45 for diagonal.
  • Resize to accommodate: Choose from None, Horizontal, Vertical.

Output

  • Store result in a variable: Checkbox. Variable Selection; Allows you to output your document as a variable to use it later in workflow.

Write Text Document

This step is used to write a text (.txt) file to a specific folder.

  • Step Name: Text field (required); set a name for the step. Must be unique.
  • Step Description: Text field; allows you to enter an optional description to provide more detail about the step.
  • Select Text Source: Radio button; allows you to choose either static text or the value of a variable.  Only the text option allows you to use expression builder.
  • Text: Text field; allows you to write static text to the document or use expression builder.
  • Variable: Chooser window; allows you to select a variable that will be written into the text document.
  • Document Name: Text field; allows you specify the name of the document.  Can use expression builder.
  • Folder Destination: Chooser window; allows you specify the output destination of the document. Can be either a path/variable/specific folder.
  • Output: Checkbox; allows you to store the newly written text document to a variable.

XML Merge Document

Triggers an XML document merge.

  • Target Document Name: Identify the name of the document that will be created by XML merge.
  • Target Folder: Identify where to store the newly merged document.
  • Template Document: Identify the document that acts as a template and where data will be merged. This is a Word or PDF document in SpringCM with content control fields.
  • Data Source XML Variable: Identify XML document containing data to be merged into template document by populating fields identified with content controls.
  • Output Document XML Variable: Select XML to store the newly merged document.
  • Wait for PDF?: Select whether the process will pause to wait for PDF output to be generated. If you select No, the workflow will continue without waiting, and PDF generation will be completed automatically outside of workflow.