File Sharing Process, Automatic File Retrieval

/ Workflow Apps / Disclosure Process, Microsoft OneDrive

File Sharing Process, Automatic File Retrieval 20240611
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.
Worker (#of Swimlane: 2)
  • Submitter
    • The person who submits the shared file.
  • Submission Destination
Business Flow (Complexity of Workflow: 19)
  • 1 1. File registration
    • Submitters register the files they want to share and the deadline.
  • 11 2. Download URL Confirmation
    • The submitter will set the address etc. for sharing the file.
  • 2 File download form
  • 24 x1. Automatically retrieved file URL
    • The system stores the OneDrive URL for the specified file.
  • 21 x2. Email body generation
    • The system will generate a sample email message to send to the file sharer.
  • 23 x2. Get File
    • The system retrieves the file from the specified URL and stores it.
  • 13 x3. Download URL generation
    • The system will generate a URL for the download form.
Workflow Diagram (click to open)
Business Process Variables (#of Data Item: 16)
  • 【Download Form Explanation】 8
  • 【Explanation on the file registration screen】 9
  • (Automatic Retrieval) Guide file q_auto_getting_file 14
    • The file name/URL automatically retrieved from OneDrive is stored.
  • File q_file 1
    • This is where files for download are stored.
  • Message From Sender q_message 2
    • It contains the message from the sender.
    • Dear ◯◯ The following files are now available for download. ・◯◯◯◯◯ ・◯◯◯◯◯
  • Expiry Date q_limit 5 *
    • The expiration date of the download form is stored.
  • Download URL q_url 3
    • The URL of the download form is stored.
  • Did you download all the files? q_check 11 *
    • This will store the download record checks.
  • Memo q_memo 4
    • The notes are stored here.
  • Notification Email Subject q_subject 7
    • The subject of the notification email is stored.
    • Send the File Download URL
  • Notification Email Destination Address q_sendTo 6
    • The destination email address for the notification email is stored.
  • Notification Email Body q_body 12
    • The text of the notification email is stored.
  • Submitter q_user 10
    • The submitter is stored.
  • ◆ System Information 13
  • API Key q_key 0
    • The URL of the download form is stored.
    • #{#randomString(20)}
  • Automatically Retrieved File URL q_auto_getting_file_url 15
    • The URL of the automatically acquired file is stored.

Field Name, num, Initial Value

Download

This archive contains the BPMN icon, which is only available in the Professional edition.

Notes

  • “(Automatic Retrieval) Guide File” Select-type data item
    • Choice ID: OneDrive/SharePoint file URL
    • Display label: Document file name
  • “x1. Automatically retrieved file URL” Automatic Processing step
    • The Choice ID (file URL) of the file selected in the “1. File registration” Step is stored in the “Automatically Retrieved File URL” Data Item
  • “File download form” Receive Task (form)
    • It is possible to display the “Expiry Date” (Datetime-type data item) entered in the “1. File registration” Step

    Capture

    See also

      File-Sharing Process
      Internal Regulation Revision Process, SharePoint Online Output
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