Define Folders and Documents

When you’re designing a process application, you can create definitions for managed folders, incoming folders, and incoming documents for each process instance. You use managed folders to organize files. You create definitions for incoming folders or documents if you plan to model a process that uses a folder start event or a document start event.

For managed folders, incoming folders, and incoming documents, you can define the access level (also called permission), and override the default permission at the task level. For example, you can restrict access to important documents that are required during the business process.

To configure folders and documents:

1. Select your process application.
2. Click Documents.
3. Click New Folder or Document .
4. Select whether you want to create a definition for a managed folder, an incoming folder, or an incoming document.
5. In the Name field, enter a unique name.

   • If you’re defining a managed folder, the folder gets created with this name when the process instance gets initiated.

   • If you’re defining an incoming folder, you use this name to associate the folder with a folder start event.

   • If you’re defining an incoming document, you use this name to associate the document with a document start event.

6. In the Description field, enter a brief explanation that can help other users understand the purpose of the folder or document.
7. In the Default Access Type field, select one of the following roles from the drop-down list:

   • Contributor: Contributors have complete access. They can modify, update, upload, delete, download, save, and view files.

   • Downloader: Downloaders can download files and save them to their own computer. They can also view folders and files, but can’t change things.

   • Viewer: Viewers can only look at folders and files. They can’t change things.

   • None: No access allowed.

   The role you select defines the default access. You can then override the default access at the task-level, if required.

8. Click Create.
   The new folder or document appears on the Documents page.

To edit the basic properties of a folder or document, go to the Documents page and click the name of the folder or document.