Although electronic workflow tools are great at automating and optimizing business processes, sometimes you just need a static copy of the finished workflow form. In some cases, the static copy is for public distribution while the actual process lives in a more restricted area. Fortunately, ShareVis makes creating a static copy of a workflow form a simple process, and one which you have some control over.
With ShareVis, you can create static copies of workflow forms using the CopyForm plug-in. This plug-in creates a copy of the form, as a MHT file, and places the form in the SharePoint Document Library that you specify. You can configure which view of the form is used for the snapshot, and you can also include the process history at the bottom of the form if you’d like. If your form has document attachments, those are also included as hyperlinks in the MHT file.
The CopyForm plug-in is inserted into your workflow process the same as any plug-in. In most cases, it will be one of the last items in your process, after all approvals and activities have been executed. The plug-in takes several arguments (* = required):
The site should be the full URL of the site of the destination Document Library (note: the user running your SVService will need permission to add items to this site). List is the name of the destination Document Library itself. File is the file name to use for the MHT file (you need to include the MHT extension). You can use a ShareVis column value for this ([Item ID].MHT, for example) with proper syntax.
If your ShareVis Forms List and your destination Document Library have common column names, ShareVis will copy the metadata from the ShareVis list to the destination library. For example, assume your ShareVis list has the columns named Description, Item ID and Due Date promoted. If you create columns with the same names (and same data types and sizes) in the destination library, ShareVis will copy the column values along with creating the MHT file.
Archiving is a neat idea, but what if you already have a number of completed processes? Adding the CopyForm plug-in to your process flowchart will affect all new processes but the completed ones won’t be affected. You can use the svadm.exe tool to archive existing processes. Type svadm.exe at a command line and look for the help related to svadm.exe -o archive. Alternately, contact us and we can give you a hand.