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Send Metastorm Designed Form to SharePoint Document Library

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Posted Mar 28 by timothy koss.

Hi.  We are using BPM 7.6 and SharePoint 2010.  What is needed to automatically send a completed BPM process form to a SharePoint Document Library?  Thanks.

5 Answers

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BEST ANSWER: As chosen by the author.

Hello,

 

we recently implemented such a solution for one of our customers. Completed processes are automatically extracted with all forms attached to the Archive stage (+ additinonal information such as subprocesses, event history, notes, ..) and consolidated within pdfs.

 

Within this particular solution the PDFs are automatically uploaded to a SharePoint document library as document sets, protected by permission information from the Metastorm user database. Our customer uses SharePoint Fulltext Search (Fast/Standard)  to find process information in one of the archived PDF files.

 

An additional benefit is the possibility to remove archived process information from the Metastorm database to increase system performance.

 

Feel free to contact me if you want to know more.

 

Cheers

Bjoern

 

P.S. I attached a sample screenshot (sorry it is in german but should give you the basic idea)


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BEST ANSWER: As chosen by the author.

Hi Bjoern,

Thanks for responding to my issue.  One question.  How were you able to render the Metastorm forms into pdf forms?  I need to check with our SharePoint staff to see if we support FullText.  Does your FullText reside on the server with the Metastorm engine, or does it reside on the server where the Metastorm database is located?  Thanks.

 

Tim. .


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BEST ANSWER: As chosen by the author.

Hello Tim,

 

there are several PDF conversion tools on the market that you can use to convert HTML based content into a PDF. SharePoint fulltext search for PDF's (and others) is an out-of-box SharePoint feature which should usually be available with each standard SP installation (so you do not need FastSearch). The search resides completely on the documents (Metastorm pdf forms, excel lists and attachments) stored in SharePoint and does not have any impact on your metastorm system.

 

Therefore "Search" is nothing we developed, we only export all related process data from Metastorm to SharePoint within a searchable format and enrich it with Metastorm meta data (Folder Data, Subprocesses, Parent processes, Involved users,…) Afterwards, filtering, searching or defining user views on the data is all done with SharePoint's default features.

 

Hope this helps.

 

Bjoern

 

P.S. This functionality can of course be adopted to every other DMS (e.q. Livelink <- to make the OpenText guys happy ;-))


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BEST ANSWER: As chosen by the author.

Hi Bjorn.

Could you expand on how you were able to accomplish the process, for one our your customers, that automatically extracted the forms from the Archive stage, consolidated into pdfs, and automatically uploaded them to a Sharepoint document library?  I did not see this within the SharePoint image that was attached.  Thanks.

 

Tim. . . .

 


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BEST ANSWER: As chosen by the author.

Hi Tim,

 

you cant see this functionality within the screenshots because it is handled by background jobs (piece of custom software) which have been developed by us to support the process. The job also includes the pdf converter.

 

Cheers

Bjoern

 

 


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