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Keep a copy of every approved document in a shared folder

When a contract or policy clears its final approval, a copy lands in a folder another team browses — a Movement on Process trigger and a Copy to Folder action — so the people who need the signed version see it without being part of the approval.

Catalog administratorsContent Central 7.8+15 minutesVerified 2026-09-05

Before you begin

  • An approval process exists on the document type
  • The shared folder exists in the catalog, and the other team has permission to browse it

When you're done, every document that clears its final approval is copied into a shared folder the other team already browses — the original stays where it was filed, and nobody has to remember to forward the signed version.

The planDocument type scope
  1. Trigger
    1. Approval Processes › Movement on ProcessApproval Process: your process · Process Evaluation: Approval by Final Member
  2. Action
    1. Content - Copy to FolderFolder Path: …\Shared with Legal
  3. Rule
    1. "Final approval → copy to shared folder", enabled

Copy leaves the original in place and creates a second document in the destination. Move (its sibling action) relocates the original. Use copy when two teams each need the document under their own folder; use move when the document is simply changing hands.

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.

  1. Approval-Process Evaluation: Single Approval Process; Approval Process: pick it. Process Evaluation: Approval by Final Member.

  1. Click Save.

Build the action

  1. Click Actions > New Action. Type: Content - Copy to Folder. Action Name: Copy to shared folder.

  1. Under Folder Path, use Select a subfolder… (and Move Up to back out) until the displayed path is the shared folder. Click Save.

Note

The folder picker stays inside this catalog. To place a copy in a different catalog, see Variations.

Wire the rule

  1. Click Rules > New Rule. Rule Name: Final approval → copy to shared folder.

  1. Add Trigger: Final approval given. Add Action: Copy to shared folder. Apply.

Test it

  1. Run one test document through to final approval.

  1. Browse to the shared folder, then to the original's folder.

What you should see: the document in both places, and the workflow action in the original's View History. Confirm that a member of the other team can open the copy — if they can't, it's the folder or document-type permission, not the workflow: Document type permissions.

Important

A copy is a separate document from here on. Edits, revisions, and later approvals on one don't reach the other. If the other team must always see the current version, give them permission to the original's folder instead of copying.

Variations

Want this insteadChange this
Move rather than copyAction Content - Move to Folder (recipe)
Copy on capture rather than on approvalTrigger Content Capture › Content Captured in this Document Type
Copy into another catalogAction Content - Change Catalog with Destination Catalog: relocates the original; for a true cross-catalog copy, export the file and let a capture job in the other catalog pick it up (folder hand-off)
Copy only documents with a certain valueAdd a Content Query › by Field Value(s) trigger under Use Multiple Triggers, AND
Tell the other team a copy arrivedAdd Send Internal Message or Send E-mail to the same rule
Give an outside party access instead of a copyAction Content - Share