Copy or Move Document

Definition

The Copy or Move Document action is used to change the location of existing documents. Moving the document will take the original file and place it in a new location in the Document Library. Copying the document will create an identical document and place it in the new location while leaving the original document in place.

Instructions

To add the Copy or Move Document action to the workflow diagram, drag and drop the action from the list on the left onto a "+" icon in the workflow diagram.

Properties

The properties of the action can be customized on the step properties panel on the right-hand side of the workflow designer.

Customize the Step Name and Step Description to add readability to the workflow action within the workflow designer.

Under Document Action, select either Copy document or Move document to determine the action taken.

This action has one configuration button, Configure.

Configure

Click Configure in the properties panel to begin configurations. Configurations on this action include setting the required Target Folder Path and Document Search Conditions, and the optional Index Field Mappings. 

Target Path

The first required configuration is setting the Target Path. This determines the folder that the document(s) will be moved or copied to. 

Configure the Target Path tab by typing in the Enter Path textbox. The path can be a static value, or you can append workflow variables as tokens. Add tokens by using the Workflow variable dropdown and Append Token button, or by typing the workflow variable name in curly brackets {}.

Click the Document Search Conditions tab to continue configurations for the action. The Save button will not be available until both the Target Path and Document Search Conditions are valid.

Document Search Conditions

The second required configuration is setting the Document Search Conditions to determine which document(s) to move or copy. 

On the Document Search Conditions tab, begin by clicking the + New Condition button or Add Condition. 

Searching for documents can be done by comparing a Data Source (either Document Field or Index Field) to either dynamic WF Variables or static Values. 

Any document can be updated if you can configure the appropriate search conditions. When document data events trigger a workflow, one common scenario is to copy or move the originating document. To search for the originating document, you can use the following search condition:

Document Field  |  Document Id |  =  |  WF Variable  |  DocID

The Save button will be available once both the Target Path and Document Search Conditions are valid. You can click the Save button at this time to commit the change and return to the workflow designer. Alternatively, click the Map Workflow Variables to Index Fields tab to continue optional configurations.

Map Workflow Variables to Index Fields 

As a document is copied or moved, there is also an option to map values onto the index fields of the document through the Map Workflow Variables to Index Fields tab. Index Fields can be updated with dynamic Workflow Variables or hard-coded Values. 

Begin by clicking the + New Mapping or Add Mapping button.

In the Index Field dropdown on the right, select what field is being updated. 

In the Data Source dropdown on the left, select either Value or WF Variable. For Values, type a static value in the Value field. For workflow variables, select a variable from the WF Variable dropdown list.

• Additional mappings can be added on a new line by clicking the + Add Mapping button.

• Lines can be deleted by checking the box on the left and then clicking Remove Mapping.

Click the Save button to commit the changes and return to the workflow designer.

Troubleshooting

The workflow designer will prevent you from publishing a workflow when configurations are incomplete. Here are the most common error messages and how to address them.