Business process designer > BPMN processes > Graphical elements / Register Document

Register Document

register_doc1The Register Document activity is used to automatically or manually assign a registration number to a document in the course of a business process. Registration is available only for apps of the Document type.

Let’s take the Invoices app as an example. When registering an invoice, the employee enters all the necessary data into the system: the invoice file, the total amount, the desired payment date, the comment, etc. A new Invoices app item is created.

doc reg 1

The app item's page contains all the entered data. The registration number is given by the system automatically, or the current executor is assigned a task with the app item registration form.

Activity settings

начало внимание

Only users included in the Administrators group can configure registration.

конец внимание

 

First, make sure that registration is configured in the Document type app you are working with. Enable registration and select a folder or several folders for numbering. Read more about it in the Document Categorization and registration settings article.

Next, set up the business process. On the process page, on the right-side panel, open the System elements tab. Drag the Register Document item onto the canvas and place it where you need to assign a registration number to the document during the business process.

Double-click on the added activity to open the settings window.

document-registration-2

 

  • Document*. Specify a variable storing the Document type app that contains the file you need to register. If the variable has not been added to the process context, click the Create a new variable button. If the variable already exists, select it from the dropdown.
  • Folder*. After you specify the Document, you can specify the folder it will be registered in.
  • Registration method. The system allows you to register documents in two ways:
    • Manually. A task with the document registration form will be assigned to the current executor or group of executors specified in the swimlane.
    • Automatically. The system will register the document automatically in the folder specified in the registration settings of the app you selected for registration.
  • Allow selecting folder in the task. This option appears when you select Manually as the registration method. This setting is convenient if documents of different types are stored in one app, and they need to be registered in different folders. When a user receives the task to register the document, they will be able to select the appropriate folder. Read more in Document Categorization and registration settings.

doc reg 4

When you finish specifying the parameters, click the Save button.

Note that there can be only one connector going out of the Register Document activity. Otherwise, the business process will not be compiled correctly and you will not be able to publish it.

начало внимание

The Register Document activity is currently not supported in the debug mode. To make the process continue in this mode, click the name of the operation in the History section and select Skip step.

конец внимание

Users working with the registration task

As soon as the process comes to the configured activity, the document will be registered in the system using the specified method.

If you selected manual registration, the user specified in the swimlane that the activity is placed in will be assigned the corresponding task. If a group is specified in the swimlane, the registration task will be assigned to all users in the group. As soon as one of them starts working on the task, it disappears from other users’ task pages.

If you selected automatic registration, the user who executed the task placed before the Register Document activity will be specified as the user who registered the document.

Found a typo? Highlight the text, press ctrl + enter and notify us