Meeting Documents Sharing Flow

/ Workflow Apps / Google Workspace, Information Control

Meeting Documents Sharing Flow 20220719
This flow allows documents used in management meetings and other meetings to be shared with meeting participants. Attached meeting material files are automatically uploaded to a shared folder on Google Drive. When the sharing deadline is reached, the file is deleted from the shared folder.
Worker (#of Swimlane: 2)
  • Handler
    • Person in charge of creating the report
  • Supervisor
    • Approver of created report
Business Flow (Complexity of Workflow: 16)
  • 14 Approval
  • 1Attach meeting materials
    • The person in charge attaches the meeting material file and enters comments.
  • 18Check Google Drive
    • The representative will verify that the meeting materials are correctly uploaded to Google Drive. If you want the report email to be sent immediately, press OK. To send at the Deadline time, leave unprocessed.
  • 17 Resubmit
  • 4Delete from shared folder
    • Files uploaded to the shared folder will be deleted.
  • 2Upload to shared folder
    • The file in the data item “Report Files” is uploaded to the shared folder.
  • 8Upload to storage folder
    • Attachments in the data item “Report Files” will be uploaded to the storage folder.
Workflow Diagram (click to open)
Business Process Variables (#of Data Item: 16)
  • Reporter Email Address q_Reporter 9*
    • Used for the From field of the report email.
    • #{processInstanceInitQuser?.email}
  • Email 1 q_to_email_1 2*
    • Email address set in first To field of report email.
    • to-example1@example.com
  • Email 2 q_to_email_2 3
    • Email address set in second To field of report email.
    • to-example2@example.com
  • Cc Email q_cc_email 4
    • Email address set in Cc of report email.
    • cc-example1@example.com
  • Email Subject q_Email_Subject 10*
    • ○○会議資料 #{#dateFormatter.format(‘yyyy-MM’, processInstanceStartDatetime)}
  • Comments q_Comment 5*
    • Comments inserted into the report email
  • Email Signature q_Email_Signature 11
    • Signature inserted at the end of report email
    • — 担当：#{processInstanceInitQuser}
  • Shared folder ID q_Folder_ID_for_Sharing 0*
    • Google Drive folder ID for sharing the report file with meeting participants.
    • exampleEXAMPLEexampleEXAMPLE
  • Storage folder ID q_Folder_ID_for_Storage 1*
    • Google Drive folder ID where the report file will be stored after the sharing period ends.
    • example—–example—–example
  • Report Files q_Report_Files 6*
    • Uploaded to Google Drive.
  • Report Email Send Time q_Report_Email_Sending_Time 12*
    • Time when the report email will be sent
    • #now.addDays(1)
  • Sharing End Time q_Share_End_Time 13*
    • Time at which meeting material files uploaded to Google Drive will be deleted
    • processInstanceStartDatetime.addDays(14)
  • File Display URL q_URLs_for_File_Display 7
    • Display URL for files uploaded to Google Drive. It will be inserted into the report email.
  • File Download URL q_URLs_for_File_Download 8
    • URL for downloading files uploaded to Google Drive. Inserted in report email.
  • Communications q_Discussion 15
  • File ID q_File_ID 14
    • ID of the file uploaded to Google Drive

Field Name, num, Initial Value

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Notes

  • You need to associate the Swimlane settings according to your organizational structure upon import.
  • It is useful if the initial value for the Shared Folder ID and Storage Folder ID is set to a default value.
  • The Shared Folder should be visible to meeting participants.

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