This article discusses the use of XML on the example of autonomous work with documents from an electronic document management system (EDMS), without a permanent connection to it.
To support offline work with documents, you can include in the documents a certain amount of information from the ERMS using the XML part. Such a “workflow context” embedded in a document can be displayed and changed while working with the document in offline mode, with the subsequent loading of changes into 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 extracted and deleted. Tasks recorded in offline mode with tasks can be imported under user control.

XML Document Content

For offline work, the workflow context (CD) as an XML part can be included in the MS Office document. It may contain complete information about the status of the document, including:
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• registration card;
• control card;
• list of attached files;
• description of routes and tasks;
• the progress of the tasks with the comments of participants;
• information about all participants mentioned in the document.

In offline mode, a record of the actions of the client with tasks can be made in the CD:

• change the status of the task;
• client comments to the task;
• new tasks with a choice of performers.

The workflow context can be created not only in the document unloaded from the ERMS, but also in the MS Office source document. In such a document, the CD is initialized when creating the first task of the document. Further, the document can be attached as a file to a new or existing system document.
Actions recorded in the CD with tasks can be taken into account when importing a document into the workflow system.

Offline scripts for c documents using XML files

Offline document task execution script

1. A document with an attached office file is registered and in it, as usual, tasks are created.
2. The task executor unloads the document from the workflow system.
3. The uploaded file includes an XML part with information about the document, tasks and all the participants in the document, including the task performers.
4. Next, the task executor can continue to work 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 decision on the task and saves the file.
7. As a result, a new version of the file is loaded into the document, as well as actions recorded in the office file and confirmed by the current user with tasks.

Scenario to create new tasks for a document offline

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