Viewing and Managing Process Documents

The Process Documents section displays a list of process documents like specific document data, notes and attachments.

Process Documents
Figure: Process Documents

The section displays the following folders:

It is possible to move documents between the Specific Documents folder and the Process Attachments folder. Refer to section Moving Documents between Specific Documents and Process Attachments for details.

For details on document copy behavior for spawned processes, refer to section Documents for Spawned Processes.

Specific Documents

Folder Specific Documents displays Document data that are defined for the process definition. All Document data are displayed as files. Documents having data are displayed with the icon of the mime type for the associated file. The name displayed for each specific document is derived from the Name property of the Data that the data path points to.

Specific Documents Folder
Figure: Specific Documents Folder

Note that an In Data Path is required for a specific document to be shown in the tree. If only an Out Data Path exists, the specific document is not displayed. The specific document is displayed only once even if multiple In Data Paths and Out Data Paths are available for the same Document data.

Editing Specific Documents

If both, In Data Paths and Out Data Paths are available, the document is editable. If data exists, clicking its entry opens the document in the document viewer defined for the specific mime type. Refer to chapter Viewing and Editing Documents for details on viewing and editing documents.

Editing a Specific Text Document
Figure: Editing a Specific Text Document

In case a specific document has not yet been uploaded, for example with no content, a warning overlay icon is displayed to indicate this status.

Specific Document with no content.
Figure: Specific Document with no content.

Clicking on the empty specific document item opens the File Upload dialog.

Supported Operations on Specific Documents

The following operations are supported on documents depending on described requirements:

Specific Documents Options
Figure: Specific Documents Options

Note that renaming specific documents is not supported.

In case a specific document has no file uploaded yet, clicking the document opens the File Upload dialog.

For details on document operations in general, please refer to chapter Document Operations.

Process Attachments

In the Process Attachments folder, all documents added as process attachments to the current process instance or any process instance across the process hierarchy are displayed. For details on preparing a process to use process attachments, refer to the section Process Attachments of chapter Working with Process Definitions of the Infinity Process Platform Documentation - Modeling Guide. Process Attachments of chapter Working with Process Definitions in the Modeling Guide.

Supported Operations on the Process Attachments Folder

The following operations are supported for the process attachment folder:

Process Attachments Folder Options
Figure: Process Attachments Folder Options

Supported Operations on attached Documents

The following operations are supported on process attachment documents:

Process Attachment Document Options
Figure: Process Attachment Document Options

For details on document operations in general, please refer to chapter Document Operations.

Detaching Resources from a Process Instance

Select the Detach option to detach a resource from a process instance.

A dialog opens to confirm the detachment of the document resource from the process instance. Click Yes to confirm or No to cancel the operation.

Confirmation Dialog
Figure: Confirmation Dialog

This operation removes the reference to the Process Instance but it does not delete the document itself from the document repository.

Correspondence

In case correspondence has been created for the selected process instance or any process instance across the process hierarchy, it is listed along with its attachments in the correspondence folder.

Correspondence Folder
Figure: Correspondence folder

For details on correspondence, please refer to chapter Creating Correspondence.

If you like to view the correspondence, click on the correspondence document. The correspondence opens in a read-only viewer.

View Correspondence
Figure: Viewing Correspondence

Supported Operations on Correspondence

The following operations are supported on process attachment documents:

Correspondence Options
Figure: Correspondence Options

Supported Operations on Correspondence Attachments

The following operations are supported on documents attached to a correspondence:

Correspondence Documents Options
Figure: Correspondence Documents Options

For details on document operations in general, please refer to chapter Document Operations.

Notes

The Notes folder displays notes added to the current process instance or any process instance across the process hierarchy. You can also add new notes to the folder or edit existing notes.

Adding Notes

To create a new note, right-click the folder and choose Create Note.

Document Note
Figure: Add a Note to the Process.

The Notes View opens with an editor to add the content of the new note. For details on this view, refer to chapter Adding and Viewing Notes.

Document Note
Figure: Add a Note to the Document.

To save the entered note, click the Save button.

Editing Notes

To edit an existing note, click on the specific note entry directly. The Notes View opens with an editor, where you can edit and save the content. For details on that view, refer to chapter Adding and Viewing Notes.

Moving Documents between Specific Documents and Process Attachments

You have the option to reclassify documents within a Process Instance using drag-and-drop gestures. Supported use cases are:

Process Attachment to Specific Documents

Dragging and dropping a Process Attachment to a Specific Documents leaf node removes the document from the Process Attachments node and adds it to the target leaf node in the Specific Documents node. The behavior of the target specific document depends on the specific document state, as described in the specific sections:

To drag a document, click the icon for the document mime type and drag it to the target document in the Specific Documents node.

Dragging a Document
Figure: Dragging a Document

Moving a document from process attachment to specific document, also updates the activity panel of that process definition.

If the document type of the target and source document does not match, a new document version is created. The document type of the new version is set to the document type of the targets document type and its meta-data will be empty. The following warning is displayed in the confirmation dialog:

Not matching DocType warning
Figure: Not matching DocType warning

Specific document is associated with a document

If the target specific document is associated with a document, the document that is currently qualified to the target Specific Document will be moved to Process Attachments. The source document in process attachments is detached from the process and associated to the target specific document. Note that dragging multiple documents is not supported.

After dragging the document, a confirmation dialog opens to confirm moving the document to the target location and the target specific document to Process Attachments.

Switch Confirmation Dialog
Figure: Confirmation Dialog

Now the dragged document is residing in the Specific Document node and the target document is moved to Process Attachments.

Switched Documents
Figure: Moved Documents

Specific document is empty

In case the target specific document is empty, the process attachment is detached from the process and associated to the specific document. A confirmation dialog opens to confirm moving the document from Process Attachments to the specific document.

Move Confirmation Dialog
Figure: Confirmation Dialog

Specific Document without Out Data Path

In case the target Specific Document has data but no Out Data Path, the source document cannot be moved and an error message is displayed notifying that the target document is read-only:

Error Message
Figure: Error Message

Specific Documents to Process Attachment

Dragging and dropping a Specific Document to the Process Attachments node removes the source document from its Specific Document and moves it to Process Attachments. The affected leaf node from where the source document was moved appears then empty.

To drag a Specific Document to the Process Attachments node, click the icon for the document mime type and drag it to the Process Attachments node.

Dragging Document
Figure: Dragging a Specific Document to Process Attachments

A confirmation dialog opens to confirm the operation.

Confirmation Dialog
Figure: Confirmation Dialog

The source document leaf in the Specific Documents node appears as empty. The document is moved to the Process Attachments section.

Document moved to Process Attachments
Figure: Document moved to Process Attachments

The document type of the document will not change.

Specific Document without Out Data Path

In case the Specific Document has data but no Out Data Path, it cannot be moved and an error message is displayed notifying that the document is read-only:

Error Message
Figure: Error Message

Specific Documents to Specific Documents

Dragging and dropping a Specific Document leaf to another Specific Document leaf removes the document from the source Specific Document and adds the source document to the target Specific Document. The affected leaf node of the source document appears as empty. The behavior of the target specific document depends on the specific document state, as described in the following sections:

Specific document is associated with some document

In case the target is not empty, the current target document is moved to Process Attachments. The existing document in the target specific document is dissociated. The document is dissociated from the source specific document and associated with the target specific document. Note that if the process does not support Process Attachments, you first need to delete the document from the target Specific Document.

To drag a Specific Document to another Specific Document, click the icon for the document mime type and drag it to the target Specific Document.

Drag Specific Document to Specific Document
Figure: Drag Specific Document to Specific Document

A confirmation dialog opens to confirm the operation.

Confirmation Dialog
Figure: Confirmation Dialog

If the document type of the target and source document does not match, a new document version is created. The document type of the new version is set to the document type of the targets document type and its meta-data will be empty. The following warning is displayed in the confirmation dialog:

Not matching DocType warning
Figure: Not matching DocType warning

After the operation is performed, the source document replaces the target document and the target document is moved to the Process Attachments node. The leaf node for the source document appears as empty document.

Switched Specific Documents
Figure: Moved Specific Documents

Target specific document is empty

In case the target specific document is empty, the source document is moved to the target document. The source specific document is empty after the operation.

To drag a Specific Document to an empty document in the specific document section, click the icon for the document mime type and drag it to the target Specific Document.

Switched Specific Documents
Figure: Dragging specific document to empty document.

A confirmation dialog opens to confirm the operation.

Specific Documents to Empty Document Confirmation
Figure: Confirmation dialog to drag specific document to empty document

After the operation is performed, the source document is moved to the target document. The leaf node for the source document appears as empty document.

Switched Specific Documents
Figure: Specific document is disassociated from source document.

Documents for Spawned Processes

In case of spawned process, if the parent process is supporting an attachment then the attached document also get displayed under the Process Document.

For more information on data copy, please refer to section Data Mapping Heuristics for Spawned Subprocesses and Peer Processes of chapter Configuring Subprocess Activities in the Infinity Process Platform Documentation - Concepts. Data Mapping Heuristics for Spawned Subprocesses and Peer Processes of chapter Spawning a Subprocess in the IPP Concepts.