File Sharing Process, Automatic File Retrieval 20240611<\/div>
When the operator specifies the file to be provided, the file will be automatically retrieved from the OneDrive document folder. The public form URL for downloading the retrieved file will be automatically emailed to the customer.<\/div><\/div>\n\n\n
<\/span>Worker (#of Swimlane: 2)<\/div>
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- <\/i><\/span><\/span> Submitter<\/strong>
- The person who submits the shared file. <\/li><\/ul><\/li>\n
- <\/i><\/span><\/span> Submission Destination<\/strong> <\/li>\n<\/ul>\n\n\n<\/div><\/div>\n\n\n<\/span>Business Flow (Complexity of Workflow: 19)<\/div>\n\n\n\n
- 1. File registration<\/strong>
- Submitters register the files they want to share and the deadline.<\/li><\/ul><\/li>\n
- <\/i>11<\/span><\/span><\/span> 2. Download URL Confirmation<\/strong>
- The submitter will set the address etc. for sharing the file.<\/li><\/ul><\/li>\n
- File download form<\/strong> <\/li>\n
- <\/i>24<\/span><\/span><\/span> x1. Automatically retrieved file URL<\/strong>
- The system stores the OneDrive URL for the specified file.<\/li><\/ul><\/li>\n
- x2. Email body generation<\/strong>
- The system will generate a sample email message to send to the file sharer.<\/li><\/ul><\/li>\n
- <\/i>23<\/span><\/span><\/span> x2. Get File<\/strong>
- The system retrieves the file from the specified URL and stores it.<\/li><\/ul><\/li>\n
- x3. Download URL generation<\/strong>
- The system will generate a URL for the download form.<\/li><\/ul><\/li>\n<\/ul>\n\n\n<\/div><\/div>\n\n\n<\/span>Workflow Diagram (click to open)<\/div>\n\n\n\n
![](\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2024\/07\/file-sharing-by-auto-getting-20240611-diagram-en.png?ssl=1\"\/)
<\/figure><\/div>\n\n\n\n- BPMN Icons
- Start Event<\/li>
- End Event<\/li>
- Join Gateway<\/li>
- XOR Gateway<\/a><\/li>
- Throwing Message Intermediate Event (email)<\/a><\/li>
- Human Task<\/a><\/li>
- Update Data<\/a><\/li>
- Microsoft 365 OneDrive for Business: Download File<\/a><\/li>
- Receive Task (FORM)<\/a><\/li><\/ul><\/li><\/ul>\n\n\n<\/div><\/div>\n\n\n
<\/span>Business Process Variables (#of Data Item: 16)<\/div>\n\n\n\n- <\/i><\/span> \u3010Download Form Explanation\u3011<\/strong> <\/span>
8<\/code> <\/li>\n- <\/i><\/span> \u3010Explanation on the file registration screen\u3011<\/strong> <\/span>
9<\/code> <\/li>\n- <\/i><\/span> (Automatic Retrieval) Guide file<\/strong> q_auto_getting_file<\/span>
14<\/code>- The file name\/URL automatically retrieved from OneDrive is stored.<\/li><\/ul><\/li>\n
- <\/i><\/span> File<\/strong> q_file<\/span>
1<\/code>- This is where files for download are stored.<\/li><\/ul><\/li>\n
- <\/i><\/span> Message From Sender<\/strong> q_message<\/span>
2<\/code>- It contains the message from the sender.<\/li><\/ul>
- Dear \u25ef\u25ef\n\nThe following files are now available for download.\n\n\u30fb\u25ef\u25ef\u25ef\u25ef\u25ef\n\u30fb\u25ef\u25ef\u25ef\u25ef\u25ef<\/span><\/li><\/ul><\/li>\n
- <\/i><\/span> Expiry Date<\/strong> q_limit<\/span>
5<\/code> *<\/span>- The expiration date of the download form is stored.<\/li><\/ul><\/li>\n
- <\/i><\/span> Download URL<\/strong> q_url<\/span>
3<\/code>- The URL of the download form is stored.<\/li><\/ul><\/li>\n
- <\/i><\/span> Did you download all the files?<\/strong> q_check<\/span>
11<\/code> *<\/span>- This will store the download record checks.<\/li><\/ul><\/li>\n
- <\/i><\/span> Memo<\/strong> q_memo<\/span>
4<\/code>- The notes are stored here.<\/li><\/ul><\/li>\n
- <\/i><\/span> Notification Email Subject<\/strong> q_subject<\/span>
7<\/code>- The subject of the notification email is stored.<\/li><\/ul>
- Send the File Download URL<\/span><\/li><\/ul><\/li>\n
- <\/i><\/span> Notification Email Destination Address<\/strong> q_sendTo<\/span>
6<\/code>- The destination email address for the notification email is stored.<\/li><\/ul><\/li>\n
- <\/i><\/span> Notification Email Body<\/strong> q_body<\/span>
12<\/code>- The text of the notification email is stored.<\/li><\/ul><\/li>\n
- <\/i><\/span> Submitter<\/strong> q_user<\/span>
10<\/code>- The submitter is stored.<\/li><\/ul><\/li>\n
- <\/i><\/span> \u25c6 System Information<\/strong> <\/span>
13<\/code> <\/li>\n- <\/i><\/span> API Key<\/strong> q_key<\/span>
0<\/code>- The URL of the download form is stored.<\/li><\/ul>
- #{#randomString(20)}<\/span><\/li><\/ul><\/li>\n
- <\/i><\/span> Automatically Retrieved File URL<\/strong> q_auto_getting_file_url<\/span>
15<\/code>- The URL of the automatically acquired file is stored.<\/li><\/ul><\/li>\n<\/ul>\n\n\n<\/div><\/div>\n\n\n\n
<\/i> Field Name<\/span>,
num<\/code>, Initial Value<\/span><\/p>\n\n\n\n<\/i> Download<\/h3>\n\n\n\n
- <\/i><\/span> Automatically Retrieved File URL<\/strong> q_auto_getting_file_url<\/span>
- #{#randomString(20)}<\/span><\/li><\/ul><\/li>\n
- <\/i><\/span> API Key<\/strong> q_key<\/span>
- <\/i><\/span> Notification Email Destination Address<\/strong> q_sendTo<\/span>
- Send the File Download URL<\/span><\/li><\/ul><\/li>\n
- The subject of the notification email is stored.<\/li><\/ul>
- <\/i><\/span> Expiry Date<\/strong> q_limit<\/span>
- Dear \u25ef\u25ef\n\nThe following files are now available for download.\n\n\u30fb\u25ef\u25ef\u25ef\u25ef\u25ef\n\u30fb\u25ef\u25ef\u25ef\u25ef\u25ef<\/span><\/li><\/ul><\/li>\n
- It contains the message from the sender.<\/li><\/ul>
- <\/i><\/span> \u3010Explanation on the file registration screen\u3011<\/strong> <\/span>
- Throwing Message Intermediate Event (email)<\/a><\/li>
- BPMN Icons
- The system will generate a URL for the download form.<\/li><\/ul><\/li>\n<\/ul>\n\n\n<\/div><\/div>\n\n\n
- <\/i>24<\/span><\/span><\/span> x1. Automatically retrieved file URL<\/strong>
- 1. File registration<\/strong>
![\"\"](\"https:\/\/i0.wp.com\/support.questetra.com\/wp-content\/uploads\/2024\/07\/file-sharing-by-auto-getting-20240611-img0-en.png?ssl=1\")
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