› Workflow › Document set › Configure a document set

Configure a document set

To configure a document set for a process, case, and case fragment:

You can delete, modify, and re-order the document rules.

Add document types

Within the document set, add document types to specify the structure, required fields, and metadata for each document.

  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, select Document set.
  4. Turn on the toggle for Define document set for this process. (Default: Off)
    Once you turn the document set on, you cannot turn it off if the process contains a document set node configured.
  5. Select 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. Select for Metadata.
    2. Enter a unique 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, select Add and close.

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

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

  10. Select 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, select 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.

Define one or more document rules

Document rules are sets of business logic, validation criteria, and processing instructions that apply to documents within a document set.

Before you add a document rule, ensure at least one document type is added to the document set.

  1. On the Document set tab, select New for Document rules.

    By default, the document rule is not enabled.

    The New rule dialog box is displayed.

  2. Enter a unique Name and ID for the document rule.
  3. Enter a Comment for the rule.
  4. To define the Rule, right-click on the rule editor to use the process variables, server variables, document set, functions, and predicates.

    You can select to quickly create and add the process variables. For more information on document set functions, see Functions for document set fields.

    • 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.

  5. To validate the rule expression, select Validate.
  6. To set a rule as an exit point, select Exit if true.

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

  7. When evaluating the document set rules at runtime, if a rule fails, the processing stops. To allow processing of 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.

  8. For example, if there are three rules (Rule1, Rule2, and Rule3), and you select "Continue if false" for Rule1, then if Rule1 evaluates to false, the processing continues, and the document set rule is evaluated.
  9. Select Add.

    The rule appears under Document rules.

  10. Add more rules, as needed.

    Use and to set the order of the rules.

  11. Save and release the process.

    When the job is created, the document set is evaluated, and you can view the comment and status (passed or failed) in the job details.