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Create a document variable

Use a Document variable where one document type is required, such as submitting proof of address later in the bank application process.

Using a Document variable, one instance of a document is added to the repository typically of a known type.

Use Document variables to use document instances in a TotalAgility process or business rule.

Use a document variable as a process initialization variable or as an activity input or output variable. You can also use document fields directly as input or output parameters to an activity.

When you create a job on a process that uses a document variable, the runtime instance ID of the document is stored in the document variable.

  1. Open the process map in which to create the variable.
  2. On the process modeling bar, click Variables and click New.

    The New variable dialog box is displayed.

  3. Enter a unique Name for the variable.
    By default, the name of the variable becomes the ID of the variable; however, you can change the ID if needed.
  4. On the Type list, select Document. (Default: String)
  5. Optional. To use the variable for process initialization, select Initialization.
  6. On the Value list, select a document type.

    This XML document contains a reference to the document type. For example, a "Customer Invoice" document type variable can have a document type of "Invoice"; at runtime, it contains the instance ID of the actual document.

  7. Click Add and close.

    If you assign a value to a document variable at design time, all field groups defined within that document type including the System field group and any inherited field groups are available for consuming in the process. Upon selecting a field group, all fields within that group are available; upon selecting a custom field, the System properties for the field are also available. You can drill into the variable and see the data type of each field and property. To be able to see data types makes it easier to map the correct field or property.

    However, if you do not assign any value to the document variable at design time, (leave the Value field empty), only the System field group and System fields are available for consuming in a process.

    For more information on using a document variable, see Use document or folder variables.

  8. Save the process.