Select and Configure a Document for a Workflow Task

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Some workflow tasks require you to choose a document to configure. You can either use an existing document within the workflow or upload a new document. For some tasks it is mandatory to use an existing document from the workflow while other tasks can use either. The way(s) you can choose a document for configuring varies by workflow task.

In this article:

• Fields and Options
• Configure Document:
  • Select an Existing Workflow Document
  • Upload a Document

Before You Begin

You need to create a workflow.

Review the Fields and Options section before choosing and configuring the document.

Fields and Options

When configuring a document for a workflow task, you can customize fields and toggle options to align with your specific requirements.

Before making the necessary customizations, let’s review these fields and options to enable you to make informed choices.

Property Name

You must assign a property name for your document.

For any task that is the first to need a document, you can upload your file directly and assign it a Property Name to reference in other tasks.

Document Name (For View File tasks)

This will be the filename for the signed document when downloaded from Docubee. By default, it is assigned the name of the upload document and you can modify it.

When using Property Names to compose your document name, the final document name (including extension) is truncated to 255 characters.

Allow User to Download Document (For View File tasks)

Control download access by turning this option on/off.

The Allow User Download Document setting determines whether the task assignee should be able to download the document they are editing/viewing during this task.

• The Downloaded Document
  If downloads are allowed, the user will be able to download a copy of the document as it exists before and fields are filled out, signatures are applied, etc.
  To provide the user with a completed copy of the document after they have finished their task, you can either continue to a View File task with download enabled or a Send Email task to send the participant an email with a link to download the document.

Digitally Certify the Completed Document (For Create Document Form tasks)

Digitally certifying the document encrypts the document using a Trust Service Provider and will slow the processing of the document. This feature should be used for documents that must include this level of security and verification.

Configure Document

Select an Existing Workflow Document

The following workflow tasks allow selecting an existing workflow document:

• Create Document Form
• Edit .docx File
• View File tasks

If you used a document in a previous task, you can upload it as your document to use in this task. The document can come from:

• File Upload fields on Web Form tasks.
• Documents previously used in other Fill & Sign or Edit .docx File tasks.
• The output document from Combine Documents or Generate Document tasks.

To select an existing workflow document:

1. In the Document Settings tab, click the Select a Workflow Document dropdown and select a document.
   Note: When configuring a Fill & Sign task that utilizes an existing workflow document, you can upload a preview document as a placeholder/preview to configure and verify field placement for that specific Fill & Sign task. This preview document is used solely to configure the task and the existing workflow document will be utilized in the workflow runtime. See Create a Fill & Sign Task for more information.
2. After selecting a document:
   • For a Create Document Form task:
     • Turn the Digitally Certify the Completed Document toggle switch on to digitally certify the completed document.
   • For an Edit .docx File task:
     • The selected document is assigned to the Property Name field.
   • For a View File task:
     1. The selected document is assigned to the Property Name field.
     2. Enter a Document Name.
     3. Set the Allow User to Download Document toggle.

If your workflow requires customer provided documents, you can include the File Upload field in a Web Form task for use later in the workflow.

Upload a Document

The  following workflow tasks allow uploading a document:

• Edit .docx File
  Note: It only supports uploading .DOCX files.
• View File tasks

To upload a document:

1. In the Document Settings tab, upload a document in one of the following ways:
   • Drag and drop the files.
   • Click the Upload Document button and select a document.
   • Click Docubee Doc Library and select a document.
     Note: In the View File task, you can additionally upload from Google Drive and box.
2. After selecting a document: 
   • For an Edit .docx File task:
     • When prompted for a Property Name enter one. This is a required field.
   • For a View File task:
     1. Enter a Document Name.
     2. Set the Allow User to Download Document toggle.

Related Information

All About Workflows (Quick Reference)
Types of Tasks (Workflows)
Additional Resources

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