AdvoLogix provides a built-in Apex method to generate an iManage Folder automatically via Salesforce Flows.
Creating a Flow to Generate a Folder Upon Record Creation
A background automation can be set for any object you want to generate an iManage Folder for. AdvoLogix provides a flow template named iManage: Create Folder, which includes the preconfigured setup of actions needed to generate the folder.
- In Salesforce Setup, enter Flows into the Quick Find box, and select Flows.
- Select the New Flow action button in the page header to initiate a new Salesforce flow wizard.
- Switch to All + Templates tab.
- Select the iManage: Create Folder template from the list of available templates.
- Select the Next button.
You now have a custom flow that will be triggered when a record is created or edited. Your administrator can update the trigger options as well as provide a different object to trigger the process.
Understanding the Create Folder Flow Template Structure
- Choose your Object and Trigger mechanism based on whether you want your folder to be generated whenever a record is created or updated. The Run Flow mechanism should remain with the default selection, as you would want to be able to initiate folder creation after the Salesforce record has been saved and committed to the database.
- Execute the Find Workspaces, labeled as Find Workspaces, Apex action provided by AdvoLogix as an iManage utility method. The Find Workspaces Apex method supports the following parameters:
- Record ID - Provide the Salesforce record's record Id value here. (In this template, this should be the current record's id. For more details about this Apex action, see this article.)
- Login As User ID - [optional] Provide a user id to automatically authenticate all iManage Work related operations within this flow action. The provided user must be enabled as Secured Login within iManage Setup. For more details, see this article.
This node also generates two conditional branches that evaluates whether workspaces are found or if a new workspace, to contain the new folder, must be generated automatically.
C. A loop element that traverses all Workspaces found for the associated record.
D. This branch is executed based on the output from Step B. The Create Folder Apex action used here is provided by AdvoLogix as an iManage utility method. This method supports the following parameters:
Record ID - Provide the current record id value here.
iManage Workspace - Provide an iManage workspace id (generally, this will be retrieved within Step B).
iManage Library - [optional] Provide an iManage library name.
NOTE: When the iManage Library name is provided within this Apex action, workspace operations are executed within the provided library, otherwise we base the workspace operations from the library provided from Workspace Manage Configuration for the object.
iManage Folder Path - [optional] Provide an iManage folder path within the workspace. The folder path provided here will override the path determined by the Workspace Configuration setup for the object.
NOTE: When the iManage Folder Path variable is provided as a path to a folder within the workspace, the Create Folder method will only generate the last folder within your path, and assumes the initial path must exist within your workspace already. For example, if the folder path is provided with a syntax of <folder path>/<folder name>, then only the last <folder name> within this path will be created.
Login As User ID - [optional] Provide a user id to automatically authenticate all iManage Work related operations within this 1flow action. The provided user must be enabled as the Secured Login within iManage Setup. For more details, see this article.
E. This branch is executed based on the output from Step B. The Create Workspace Apex action used here is provided by AdvoLogix as an iManage utility method. This method supports the following parameters:
Record ID - Provide the current record id value here.
iManage Library - [optional] Provide an iManage library name.
iManage Workspace Template - [optional] Provide an iManage workspace template id.
NOTE: The iManage Workspace Template Id can be grabbed from within iManage Control Center | Settings | Templates and then open the detail view of the desired Workspace Template and extract the workspace template id from the browser's address field as highlighted below (blue color): <Base iManage Work URL>/work/cc/templates/template/Dev!1615/detail
Login As User ID - [optional] Provide a user id to automatically authenticate all iManage Work related operations within this flow action. The provided user must be enabled as the Secured Login within iManage Setup. For more details, see this article.
F. Execute the Create Folder Apex action with the configuration explained within Step D.
NOTE: The Create Folder Apex action can be utilized within Process Builder as well. For more details about the Apex action follow this article.
When a Login As user is provided within the app builder deployment options, all operations related to iManage Work are performed on behalf of that selected user. The current user cannot log in or log out from iManage Work from within the component.
If the provided secured logged in user logs out from their environment, then the user is logged out from all instances of the components where the secured login has been setup to use as via the Login As option.