Using XML as an example of autonomous work with documents

    This article discusses the use of XML as an example of autonomous work with documents from an electronic document management system (EDMS), without a permanent connection to it.
    To support autonomous work with documents, you can include in the documents a certain amount of information from the EDMS using the XML part. A similar “workflow context” embedded in a document can be displayed and changed when working with the document offline, with the subsequent upload of changes to the system.

    What is the essence

    An XML part with a workflow context is added to the MS Office document. The content of the XML part can be generated by the program when the document is uploaded, and it can also be created and modified by the client offline. When you import a document, the XML part is retrieved and deleted. Offline actions recorded with tasks can be imported under user control.

    XML content

    For autonomous work, a workflow context (CD) in the form of an XML part may be included in an MS Office document. It may contain complete information about the status of the document, including:

    • registration card;
    • control card;
    • list of attached files;
    • description of routes and tasks;
    • progress of tasks with comments of participants;
    • information about all participants mentioned in the document.

    In standalone mode, entries can be made in the CD about client actions with tasks:

    • changing the state of the task;
    • customer comments on the task;
    • new tasks with the choice of performers.

    A workflow context can be created not only in a document downloaded from the EDMS, but also in the primary MS Office document. In such a document, the CD is initialized when the first task for the document is created. In the future, the document can be attached as a file to a new or existing document in the system.
    Actions with tasks recorded in the CD can be taken into account when importing a document into the document management system.

    Scripts for autonomous work with documents using XML files


    Script for executing tasks on a document offline


    1. A document with an attached office file is registered, and tasks are created in it, as usual.
    2. The task executor unloads the document from the document management system.
    3. The XML part with information about the document, about tasks and about all participants in the document, including task executors, is included in the downloaded file.
    4. Next, the task executor can continue working with the office file offline in the MS Office environment.
    5. The contractor makes the necessary changes to the document.
    6. The contractor indicates on the taskbar his solution to the problem and saves the file.
    7. As a result, a new version of the file is loaded into the document, and actions with tasks recorded in the office file and confirmed by the current user are performed.

    Script for creating new tasks for a document offline


    1. The task author opens or creates an MS Office document
    2. The author creates new tasks: instructions, approvals, and familiarization, which are stored in the XML part of the office document.
    3. Further actions are performed in the client application of the document management system.
    4. As a result, the office file is attached to a new or existing system document.
    5. When uploading a file to the document management system, the user can confirm the creation of each new task, from which the document movement route is formed.

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