Assign data in Web-based Workflow Designer

Prev Next
This content is currently unavailable in German. You are viewing the default (English) version.

The workflow action Assign data can automatically add, modify, or remove index data of any document stored in DocuWare.

Example: An invoice is approved in a workflow. The Assign data action enters the correct purchase order number from the CRM into an index field. The invoice is now directly linked to its purchase order for easy tracking.

Create data assignment

  1. In Workflow Designer, create a new workflow or edit an existing workflow to open the canvas.

  2. In the canvas, go to the left sidebar and click Assign data.
    Don’t worry about the red asteriks in the Assign data configuration dialog for now. They show that the configuration is not complete and will vanish when all settings are done.

Set data assignment

An action of the type Assign data is specified by the destination and source.

  • Destination: The action Assign data populates the destination, which can be any index field of any document in DocuWare.

  • Source: The source is the origin of the data that will be written to the destination. A source may be the index criteria of an archived document or even external data.

Specify the destination of data assignments

  1. In the Assign data dialog switch to the tab Data.


  2. Click Add first assignment, then Set data assignment.

  3. Add a Destination type and a Destination entry. The Source type and Source entry are greyed out until you enter a destination first.



    See the list of destination types below for more information.

    Notes:

    • The following three destination types always target an index field of the workflow document:

      • Document index

      • Global variable

      • Index table  

    • The destination type File cabinet can address both the workflow document or any other document stored in DocuWare.

    • Only one index field can be addressed with each data assignment. To target multiple index fields, add the same count of data assignments in the Data tab. Or use table assignment.

Destination types overview

The action Assign data adds or modifies the index value of the current workflow document.

Destination entry: Choose an index field of the document in the workflow.

The action Assign data populates a variable with values that can fill the index field of the workflow document. In addition to that, the variable can be re-used in multiple workflow steps without the add the data again.

Destination entry: Choose a variable you have created in the variables tab.

The action Assign data  adds or modifies data in one index table of the workflow document. An index table is an index field structured as a table.

Destination entry: Select in the chosen index table one or multiple columns, rows or specific fields to be added or replaced.  

More information about assigning index tables is coming soon. Until then, refer to the previous Workflow Designer help for basic information.

Add or change index data to any document in any file cabinet.

Destination entry:

  • Click on Write SELECT statement. No SQL skills needed to build your query.

  • Select the file cabinet and the index field via a drop down list.

  • Define the document by using the filter document dialog.

  • To cover more complex use cases, you may also use expressions for filtering. To do this, activate the option Advanced query.

  • Your filter settings will be be transformed in SQL automatically.

Note: With the destination type File Cabinet only one index field can be changed per data assignment.

The action Assign data populates a merge form with index data. To do that it is required to select the merge form in the workflow trigger conditions.  

Destination type:  Select the merge form you have specified before as workflow trigger.

If the fill area is linked to a form field, any existing values will be overwritten.

Specify the source for data assignments

  1. Specify the source in Assign data > Data > Set data assignment. You can do this, after you have defined the destination for the data assignment.



    Notes:

    • The following three source types are referring to index data stored within DocuWare:

      • Document index

      • Index table

      • File cabinet

    • You may also enter fixed values, expressions or variables to fill the index fields of the destination.

    • To embed sources from outside DocuWare use Local data connection/External sources.

    • Only entry types are shown, which are appropriate to the destination. For example, for a number field, only number index fields like Amount or Document ID are provided.

Refer to the list below for detailed information about the sources types.

Source types overview

The action Assign data adds or modifies the index value of the current workflow document.

Destination entry: Choose an index field of the document in the workflow.

Description: The action Assign data adds a value from a global variable to the destination.

Source entry: Choose a variable you have created in the variables tab.

Note: Global variable as source is not available when the destination is Index table.

Data from an index table of the current workflow document is written to the index table of any other document stored in DocuWare.  

Index table as source type is only available if you have chosen Index table as destination type.  

Source entry:

  • Select an index table of the current workflow document.

  • Specify the table data.

More information:

Index data from any file cabinet is added to the index data of any document stored in DocuWare.  

Source entry:

  • Click on Write SELECT statement. No SQL skills needed to build your query.

  • Select the file cabinet and the index field via a drop down list.

  • Define the document by using the simple query builder.

  • To cover more compley use cases, you may also use expressions for filtering. To do this, activate the option Advanced query.

    Note: Your filtering will be be transformed in SQL automatically.

Provide a fixed value which you want to be added to the index data of a document chosen as destination.

Source entry: Enter only values here which are appropriate to the destination.
For example, if a date field is defined as destination, only dates are possible as source, not text or numbers.

A value from a system variable is added to the destination.

Source entry: Select a system variable e.g. the last decision maker.

Notes:

  • System variables are defined by DocuWare and cannot be changed.

  • System variable as source is not available when the destination is Index table.

Description: The action Assign to a user-specific value to the destination, e.g. a combination of different variables.

Source entry: Click on Write Expression and right do this.  

More information about expressions in DocuWare Workflow Manager:

A value from a source outside of DocuWare to the destination.

  • The dialog is labeled for DocuWare Cloud: Local data connection

  • The dialog is labeled for DocuWare on-premises: External data

Source entry:

  • Click on Write SELECT statement. No SQL skills needed to build your query.

  • Select the database and the columns name via drop down list.

  • Define the document by using the query builder.

  • To cover more compley use cases, you may also use expressions for filtering. To do this, activate the option Advanced query.

Notes:

  • Your filtering will be be transformed in SQL automatically.

  • To enable rapid data synchronization between Cloud and on-premise systems, install the Local Data Connector in your Cloud system. This is possible if the DocuWare Desktop Apps were installed from within a Cloud organization. In on-premise systems, the Connector is not available. In the External data dialog, the Local Data Connector enables you to select a local database connection.

Define error handling

For the action Assign data you can define error handling methods. An error occurs, when an action fails or is blocked.