› Workflow › Document set › Configure a document set

Configure a document set

Configure a document set for a process, case and case fragment by adding the document types and defining one or more document rules. You can delete, modify and re-order the document rules.

  1. Navigate to Workflow > Business processes.
    The list of processes appears.
  2. Select the process for which you want to configure a document set.
    The process opens in a new browser tab.
  3. On the process modeling bar, click Document set.
  4. Turn on the toggle for Define document set for this process. (Default: Off)
    Once you turn on the document set, you cannot turn off if the process contains a document set node configured.
  5. Click New for Document types.
    The Add document type dialog box is displayed.
  6. Enter a unique Name for the document set.
  7. By default, the name of the document set becomes the ID. Enter a unique ID for the document set.
  8. Optional. Enter a description to provide additional information for the document set.
  9. To add metadata fields to the document type:
    1. Click for Metadata.
    2. Enter a unique name Name and ID for the metadata.
    3. On the Type list, select the metadata type as Text, Boolean, Number or Date.
    4. To add one metadata field, click Add and close.

      To quickly add as many fields as needed without navigating away from the Add document type dialog box, click Add another.

      The metadata fields appear under Metadata.

      You can modify and delete the metadata fields.

    5. Add more metadata fields to the document type, as needed and click Add.

      The document type name and the number of metadata fields associated with the document type appear under Document types.

  10. Click Save.

    The process is saved and the document types are added to the document set. You can update the document type and modify the metadata fields. To delete the document type, on the context menu of the document type to delete, click Delete. On confirmation, the document type is deleted.

    After configuring the document types and rules, turning off the document set will remove the document types and rules.

  11. To add document rules, click New for Document rules.

    By default, document rule is not enabled. You can add a document rule only if there is at least one document type added to the document set.

    The New rule dialog box is displayed.

  12. Enter a unique Name and ID for the document rule.
  13. Enter a Comment for the rule.
  14. To define the Rule, right-click on the rule editor to select the process variables, server variables, document set and functions (Math, Text, Date and Document set). You can click to quickly create and add the process and server variables.

    The Document set function includes the following:

    • Unique: This function compares a piece of metadata across a specified number of documents of a specific type and return true or false if they are unique.

      For example, Unique (DocumentType.MetaData >= @Today), Number of documents)

    • Match: This function compares a piece of metadata across a specified number of documents of a specific type and return true or false if they are matching.

      For example, Match(DocumentType.MetaData >= @Today), Number of documents)

    • The document set fields are only supported in the document set specific functions.

    • When you define a document rule:

      • A document type field is only supported on the left-hand side of an expression. For example, Document Type.Field = variable.

      • A document type field is not supported within a function.

      • A document type field cannot be compared with another document type field.

  15. To validate the rule expression, click Validate.
  16. To set a rule as exit point, select Exit if true.

    At runtime, the evaluation stops if the document set is valid at this point.

  17. When evaluating the document set rules at runtime, if a rule fails, the processing stops. To continue processing the document set rules if a rule evaluates to false, select Continue if false. For example, if there are three rules configured, and you select Continue if false for Rule1, and if the Rule1 rule evaluates to false, the processing continues and the document set rule is evaluated.

    When you use the document set properties, the comment is set to the comment from the last rule that failed.

  18. Add Add.

    The rule appears under Document rules.

  19. Add more rules, as needed.

    Use and to set the order of the rules.

  20. Save and release the process.