Automatic Publishing of BP Records to the Document Manager

A business process can be designed to automatically publish its records, along with their comments and attachments, to the Document Manager in a folder the administrator specifies when the business process is set up. In effect, this produces a detailed audit trail of the record information through the business process (for both workflow and non-workflow processes). You can open these records and their information from the Document Manager.

Depending on how the administrator sets up the business process, the record information can be automatically published to the Document Manager when the business process reaches a specific step in a workflow, or whenever an email notification is sent regarding the status of the business process, or both. According to its setup, the business process will publish the record to a designated folder in the Document Manager. If you, as owner of the record, do not have permission for this folder, the system will send the record and its contents to the Unpublished Documents node in the manager. If the record exists in the folder, the system will publish the record as a revision. If the folder's path in the business process record is invalid for any reason, the record will be sent to the Unpublished Documents node.

On the Creation Step of the Workflow-type business process, the system evaluates, or replaces, the "record_no" in the data element "uuu_dm_publish_path" or in the data element "uuu_dm_record_info_path," when the "record_no" is used directly as part of formula, as shown in the example below. This condition (evaluation or replacement) does not apply to the "Advanced Formula” type data element.

Example:

Suppose 'uuu_dm_publish_path' and 'title' are defined as formula.

=> uuu_dm_publish_path = firstName + record_no + title

=> title = subject + record_no

uuu_dm_publish_path would be evaluated as 'firstName + record_no + subject' ('record_no' in data element 'title' is ignored)

See Also