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Drop approved documents and their data into a folder another system watches

Every approved document is written to a folder as a file plus its field values — a Movement on Process trigger with Content - Export and Export Data actions — the universal hand-off for any system that can import from a folder.

AdministratorsContent Central 7.8+40 minutesVerified 2026-09-05

Before you begin

  • Access to the Content Central server for the Configuration Manager (one-time path setup)
  • An approval process exists on the document type
  • The receiving system can watch a folder or import files from one

When you're done, each document that clears its final approval is written to a folder as a file, with its field values written alongside — the two-action pattern any system that can import from a folder can consume, no connector required.

The planDocument type scope
  1. Trigger
    1. Approval Processes › Movement on ProcessApproval Process: your process · Process Evaluation: Approval by Final Member
  2. Actions, in this order
    1. Content - ExportXML Schema: None (or CapturePoint XmlImportSchema 1.0 for a per-file XML descriptor)
    2. Export DataExport Data Template: your CSV template
  3. Rule
    1. "Final approval → export file and data", enabled

No single action writes both the document and its metadata, so the recipe always uses two, on the same rule, in this order.

One-time setup: where the files go

  1. On the Content Central server, open the Configuration Manager. The document files written by Content - Export land in the Workflow Export system folder; the data file location comes from the Export Data section, where you register a Name: and a Location:. Point both at folders the receiving system watches and the Content Central service account can write to. Screens and rules: Configuration Manager: what lives where.

  1. In the web client, go to Administration > Workflow > Export Templates and create a template. Give it a name, choose the Export Data Path: you registered, scope it to this catalog and document type, and add the field and system-field columns the other system needs. Keep Include Header on.

The end-to-end export article covers the template editor and the validation checklist: Export documents and their metadata.

Build the trigger

  1. Go to Administration > Catalogs & Document Types, pick the Catalog and Document Type, click the Workflow tile, then Triggers > New Trigger.

  1. Type: Approval Processes and Movement on Process. Trigger Name: Final approval given. Approval-Process Evaluation: Single Approval Process; Approval Process: yours. Process Evaluation: Approval by Final Member. Save.

Build the actions

  1. Click Actions > New Action. Type: Content - Export. Action Name: Export document file. XML Schema: None — or CapturePoint XmlImportSchema 1.0 if the receiving system reads a per-document XML descriptor with the field values. Save.

  1. New Action. Type: Export Data. Action Name: Export field values. Choose your template under Export Data Template:. Optionally set Field to Populate: to a field that should record the export. Save.

Wire the rule

  1. Click Rules > New Rule. Rule Name: Final approval → export file and data.

  1. Add Trigger: Final approval given. Add Action: Export document file, then Export field values. Apply.

Test it

  1. Run one test document through to final approval.

  1. Open the export folders on the server.

What you should see: the document file in the workflow export location and a new row (with the header, on first run) in the data file — or the XML descriptor beside the file if you chose the schema. Then let the receiving system pick them up and confirm it imported what you expect. If files appear but the other system ignores them, the problem is on its side: file naming, the columns it expects, or folder permissions.

Important

The export folder is outside Content Central's security. Lock down its permissions to the two service accounts that need it, and have the receiving system delete or move files it has consumed so the folder doesn't become a second, unguarded archive.

Variations

Want this insteadChange this
Export on capture rather than approvalTrigger Content Capture › Content Captured in this Document Type
Export only documents flagged for exportTrigger Content Field Values › Field Value Updated in this Document Type on an "Export" field (field-change recipe)
Nightly batch instead of one at a timeA scheduled Content Query trigger with Reprocess Matching Records After long enough that each document exports once
Hand off to CapturePoint or another Content CentralCapturePoint XmlImportSchema 1.0 on the export, and an XML capture job on the receiving side
A direct accounting connector instead of filesExport approved invoices to accounting
Copy to another team inside Content Central insteadKeep a copy of every approved document in a shared folder