Folder Structure And File Movement

Each active document workflow can have its own folder set under one root folder. The system uses three stages:

• Download: New files are placed here.
• In Review: Files move here when processing starts.
• Archive: Files move here after processing finishes successfully.

The typical structure looks like this:

Root folder
  Workflow A
    Download
    In Review
    Archive
  Workflow B
    Download
    In Review
    Archive

If automatic folder creation is turned on, the system can create these folders for you. It can also offer to create them for existing workflows after you choose the root folder or SharePoint library.

How documents move

The shared-files flow is built around predictable handoffs:

1. Someone places a file in the Download folder for the correct workflow.
2. The scheduled scan finds the file and creates a processing queue entry for it.
3. When processing begins, the file can move to In Review.
4. When processing finishes successfully, the file can move to Archive.
5. If the optional cleanup setting is enabled, archived files can be removed from shared storage after archiving.

The system keeps a link between the queued item and the original shared file so it can continue moving that file through the folder stages.