Document types can be used when you want to accept submissions that are not from forms created in EX FormFlow - Forms. For example, if you wish to have your users fill out a vacation request form as a .docx file, you can have them upload that file and send it through a Workflow approval track.
Document types exist within a specific instance of Workflow. Once a document type has been set up, users can navigate to that instance of Workflow and directly upload the file to the designated Workflow approval track.
Add a document type
Navigate to the instance of the Workflow feature that you would like to add the document upload to. NOTE: This document upload will only be available on the instance of the Workflow feature you add it to.
Click on the Admin this portlet link. The Workflow administrative page appears.
Click on the Document Types tab. The Document Types details appear.
Click on the Add Document Type link. The Definition tab appears.
In the Document Name field, enter in the name of the document upload option that users will see and select to upload their document.
In the Description field, enter in a description of the document type. This is for administrative use only and only administrative users will be able to see it.
In the Start Date field, enter or select a start date that you would like the document upload to be available to users on.
In the End Date field, enter of select an end date that you would like the document upload to close to users.
From the Assigned Track drop-down list, you can either select Choose Track at Upload which will allow users to choose a track when they upload the document OR you can select a track for the document to be automatically added to when it is uploaded.
From the Type drop-down list, you can select one of two options:
Upload Document - Lets users browse and upload a document directly into Workflow to be submitted to a track. If you select the Upload Document option, proceed to step 14.
Document Based on Query - This option is available for clients who wish to create their own form that is NOT built in EX FormFlow - Forms but want the submissions to go through an approval process. This option allows Workflow to consume the data from their external form and gives them the ability to approve it through the Workflow process. To set up a Document based on query, administrators select a database then provide a custom SQL code to pull their data into Workflow. Example
If you selected Document Based On Query from the Type drop-down list, the Database and Query fields appear.
From the Database drop-down list, select the database your SQL query will pull the external form's data from.
In the Query field, enter in the custom SQL code that pulls your external form's data from the database it is written to.