Document Manager Lifecycle Processes

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Introduction The Document Manager lifecycle Processes are used to automate and manage lifecycle events of a document. This page contains information on the Document Manager specific automated tasks that can be used in the Business Process Designer to build unique and powerful lifecycle processes for your documents

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Document-Specific Process Operations

The available process operations most useful when building document lifecycle processes are outlined below. These include nodes to automatically get information about a document, change it's status, set a review date, publish to a library, and post to it's timeline.

Email Notifications

Use these options to send email communications relating to documents

• Email Coworker

Email Coworker Email Coworker Use this node to send an email to a named or variable coworker Options Document ID This is the ID of the document the lifecycle process is running against and can be left as Auto co-worker This is the ID of the co-worker who the email will be sent to co-worker (from variable) This option should be used with the variable picker to inject the co-worker id for whom the email it going to be send to - this should be the id not display for the co-worker This option should only be used if the co-worker field is not set Mailbox Name Select the Hornbill Mailbox from which you want this sent. Email From Select the email address that you want listed as the sender. Email Template Select the email template that you want to use for this email - in the admin console > system > email > templates you can create your own email templates under the Document Manager and Document entity options, as well as using either of the default DocumentNotification or DocumentReviewDue templates which are provided. System Timeline Update Select if the default system text will be added to the timeline for this action Manual Timeline Update Select Manual to override the default System timeline Text, and add your own text which will appear in the timeline update for this action

• Email Document Owner

Email Document Owner Email Document Owner Use this node to send an email to owner of the document Options Document ID This is the ID of the document the lifecycle process is running against and can be left as Auto Mailbox Name Select the Hornbill Mailbox from which you want this sent. Email From Select the email address that you want listed as the sender. Email Template Select the email template that you want to use for this email - in the admin console > system > email > templates you can create your own email templates under the Document Manager and Document entity options, as well as using either of the default DocumentNotification or DocumentReviewDue templates which are provided. System Timeline Update Select if the default system text will be added to the timeline for this action Manual Timeline Update Select Manual to override the default System timeline Text, and add your own text which will appear in the timeline update for this action

• Email External Email Address

Email External Email Address Email Document Owner Use this node to send an email to specific external email address Options Document ID This is the ID of the document the lifecycle process is running against and can be left as Auto Email Address Use a comma to email multiple Mailbox Name Select the Hornbill Mailbox from which you want this sent. Email From Select the email address that you want listed as the sender. Email Template Select the email template that you want to use for this email - in the admin console > system > email > templates you can create your own email templates under the Document Manager and Document entity options, as well as using either of the default DocumentNotification or DocumentReviewDue templates which are provided. System Timeline Update Select if the default system text will be added to the timeline for this action Manual Timeline Update Select Manual to override the default System timeline Text, and add your own text which will appear in the timeline update for this action

Get Document Information

Use these options to get information about documents or document owner, which in turn can be used in other nodes - i.e task / approval assignees, or to inject variables into email templates

• Get Document Record

Get Document Record Get Document Record Use this node to get information about a document (owner, status etc) Options Document ID This is the ID of the document the lifecycle process is running against and can be left as 'Auto

• Get Document Owner's' Manager

Get Document Owner's Manager Get Document Owner's Manager Use this node to get information about a document owner's manager Options Document ID This is the ID of the document the lifecycle process is running against and can be left as Auto

Library

Use these options to get information about or publish documents to libraries

• Get Library Info

Get Library Info Get Library Info Use this node to get information about a specific library (Owner etc) Options Document ID This is the ID of the document the lifecycle process is running against and can be left as Auto Library This is the name of the library which for which the information is required

• Publish to Library

Publish to Library Publish to Library Use this node to publish a document to a library Options Document ID This is the ID of the document the lifecycle process is running against and can be left as Auto Library This is the name of the library you wish to publish too Can Read Document Allow members of the library to view the document Can Edit Content Allow members of the library to edit the document content Can Edit Metadata Allow members of the library to edit the documents metadata

Update

Use these options to update attributes of documents

• Post to Timeline

Post to Timeline Post to Timeline Use this node to post to a documents timeline Options Document ID This is the ID of the document the lifecycle process is running against and can be left as Auto Timeline post content add the content to be posted to the documents timeline

• Set Review Date

Set Review Date Set Review Date Use this node to set the next review date for the document Options Document ID This is the ID of the document the lifecycle process is running against and can be left as Auto Review Date Add the date the document should next be reviewed

• Status Change

Status Change Status Change Use this node to change the status of a document Options Document ID This is the ID of the document the lifecycle process is running against and can be left as Auto Status Choose the status to change the document too Comment Optionally add a comment which will be posted to the document timeline when the status is changed.

Using your Lifecycle Processes

As soon as one or more processes have been created and published, they can be invoked using the "Lifecycle" button which will appear at the top right of a document.

Published lifecycle process can be started against a document using the "Lifecycle" button located at the top right of a document

Example Document Lifecycle Process in progress