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Question

Is there a way to remove an electronic document via Workflow and/or the Client?

asked on April 24, 2014

We have a workflow process setup for a client that provides them with an Excel template that they use to create a quote, then use Snapshot/Generate pages to image the quote.  The generated pages and the electronic file end up in the same Laserfiche document at this point. After the quote is imaged, the electronic file is no longer needed and we would like to move the electronic file to an backup/archive folder which we have setup already.  I have not been able to find a way to separate out the electronic file without creating duplicate copies of the pages and copying the metadata to it.  The problem with that is the workflow instance is running under the original Laserfiche document that has the electronic file attached to it and not the new document that contacts the pages.


Part two of this question, is there a way to remove an electronic file via the Laserfiche Client?


Currently running version 9.1.1 of all components.

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Answer

SELECTED ANSWER
replied on April 24, 2014

Hi Brian,

 

Short answer: yes, it's possible to accomplish both things!

 

1. For separating out the electronic file from its pages and moving them to different locations, you could approach this in a couple of ways. I would use Workflow to first move the document to where you want the archived copy to be housed. Then I would use a combination of the workflow activities Create Entry, Move Pages, Copy Metadata, and Create Link:

 

 

These would essentially create a shell for the document's pages, then move the pages out of the entry that has the electronic file component and into the new shell, copy the original metadata to this new entry, and then associate the two entries with a link so that they can be easily referenced together. Note, however, that the document composed only of the pages will not retain information from the original such as creation date or business process history.

 

2. To delete an electronic file from the client, select the document, and go to Tasks > Delete Electronic Files. This will leave you with the pages, metadata, etc. associated with that entry.

 

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replied on April 24, 2014

Kelsey,


Thanks, that is pretty much exactly how I am doing it now.  This does essentially work, but the business process history is lost and is essentially on the wrong document.  The document with the pages is what will be viewed often and although the workflow is finished, it would be nice to know it was run and all of the steps, dates, etc. it ran.  I didn't have the create link in there, which would at least let them reference back to the electronic file (which contains the business process info), which I think I will add that and should suffice.  Thanks!

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replied on April 24, 2014

Another option would be for you to use Workflow to copy the entry, move the copy to the archival location, delete the copy's pages (if you want the archived version to only have the electronic file component and not pages), and then link the two together. This would keep all of the history on the original version. However, Workflow can't delete electronic files for you, so the original entry would have both the pages and the electronic file in it unless a user manually deletes its electronic file.

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replied on April 24, 2014

If there's only one business process instance on the original document (and that's also the instance where the copy gets created), you can use the Associate Entries activity to also attach the new doc to this business process. Then the history will show on it too.

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replied on October 16, 2014

We have a similar scenario where a "flat" PDF and edible PDF are created. The "flat" PDF is routed around for approval, while the edible PDF is waiting in the wings for additional sensitive information that will be added at the end of the business process. Once the routing and approvals are complete, the edible PDF is downloaded and attached to replace the "flat" PDF. We need to retain the business process details, and keep the edible PDF with the sensitive information. Is there an alternate solution to the one mentioned above? We would like to avoid multiple versions of the document.

And as a side note, what are the mechanics of the business process details? Are they a part of the electronic file and that's why replacing it deletes it?

Thank You

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replied on October 16, 2014 Show version history

You should not need to use the aforementioned techniques at all in your case. If you simply replace the electronic file (in this case, replacing the existing "Flat" PDF with the editable PDF) using the Attach Electronic Document activity you should retain all of your Business Process Details.

The reason the solution Kelsey mentioned in the selected answer will not have the Business Process History associated is because it creates a completely new document in Laserfiche, rather than making changes to an existing document. Changing the associated electronic file is not the same as creating a new separate document.

To help address your "side note":

This help page on Entries may help. A document can have the following components:

  • Laserfiche image pages
  • Associated text pages
  • Electronic file (such as a PDF)
  • Metadata (information about the document, from Fields and Tags to Version History and Business Process History)

If you create a new document by copying an existing document, you carry over the image pages, text pages, electronic file, and some metadata. Specifically, Templates, Fields, Tags and Digital Signatures are all copied, but Version History and Business Process History are not.

You can think of it as metadata that is assigned (a Signature or a Tag) is included, but metadata about the history of the document is not. This is like how the name of a document is copied, but not the creation date.

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Replies

replied on April 24, 2014

In regards to the second part of your question, you can select the document and then click on Tasks > Delete Electronic Files.

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replied on April 24, 2014

Thanks Alex, I think I looked at every menu option and just missed it apparently!

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