Copy or Move Document

Definition

This action is meant to copy or move Documents, depending on the configuration, from one path to another when triggered by the workflow, allowing you to modify the Index Fields.  These Documents are located under the Document Library.

Instructions

To add the Copy or Move Document action, drag and drop the Copy or Move Document action from the list on the left into the diagram, under the correspondent “+” icon.

Copy or Move Document

Customize the name and description of the action on the Step Properties panel to the right.

Select the Document Action you would like to apply.  The options are Copy or Move.

Configure

To establish the Target Folder Path, Document Search Conditions, and Mapping, click on Configure.

Target Path

Type in or paste the path within the Document Library, where the Document is to be placed.  Since the main Folder will always be “Document Library”, the path is indicated starting from the next “/” and there is no need to mention the first part of it.

• Workflow Variables can be added to the Path.  Select the Variable from the drop-down menu and then click on Append Token.

Document Search Conditions

In order to set the conditions for your document search, go to Document Search Conditions tab and click on + New Condition.

Select the first Data Source of your comparison line.

• Document Fields: Fields from the Document you will select
• Index Fields: Document’s metadata fields that can be set up on the Core
• Data Set Variable: This option will only be available if the Action is inside a Loop

Select the correspondent Document, Index Field or Variable.

Select the type of comparison you want to apply between sources.

The comparison options available on the drop-down list will be subjected to the type of data contained on the first field.

• = : Equal
• <> : Not Equal
• > : Greater Than
• < : Less Than
• >= : Greater Than or Equal
• <= : Less Than or Equal
• Range
• contains
• notcontains
• begins with
• ends with

Select the second source for comparison.

• WF Variable: Variables created inside the Workflow you are working on
• Value: Compare it with a specific value

Select the correspondent WF Variable or type in the Value.

• If you select incompatible fields for comparison, you will receive an error message on the top of the screen and won't be able to continue.  Make sure you select fields that contain the same kind of data.  
• You can add more comparison lines by clicking on the + New Condition and remove them by selecting it on the left side of the item and clicking on Remove Condition.  

Operators

 When more than one line of comparison is added, they can be separated with operators in order to indicate the server exactly what needs to be searched and compared, as well as in which order.

• And: all comparisons, or sets of comparisons, followed by AND need to be TRUE in order for the query to be TRUE. 
• Or: if at least one of the comparisons, or set of comparisons, followed by OR is TRUE, the query will be TRUE.
• Parenthesis: are available in case you need to set priority between the different lines or set of lines. Once you open parenthesis at the beginning of a line, it needs to be closed at the end of the same line or at the end of the group of lines you would like to prioritize.  

Map Workflow Variables to Index Fields 

In order to establish the mapping, go to the Map Workflow Variables to Index Fields tab and click on + New Mapping.

Select the Data Source that will fulfill the Index Field.

• WF Variable: Variables created inside the Workflow you are working on
• Value: Compare it with a specific value
• Data Set Variable: This option will only be available if the Action is inside a Loop

Select the Index Field you would like to assign that source to.

Then type in the Value or select the Variable.

• Each relation will be added on a new line by clicking on + Add Mapping.
• Lines can be deleted by selecting the item on the left and then clicking on Remove Mapping.    

After all the configuration has been completed, click on Save. You will be redirected to the Workflow diagram page.