Question

Automatic email for particular form from WebAccess?

Laserfiche Forms

Updated June 30, 2016

asked on June 30, 2016 • Show version history

We have a form that is completed by a client, approved by us and saved to our repository, . Once this particular form is approved it will need to be emailed onward to a number of other contacts as a PDF from the repository.

Example;

Employee completes their expense form, it is approved by their manager and saved to the repository. From their, at the moment, the manager must go into the repository find that particular form, select 'Email' from the drop down, download it so it can be sent via outlook and then compose an email like any other.

My question is then, can we automate a particular form from the repository to go to certain email contacts once received? Using the example above, if the manager has 50 employees under him sending him 50 expense forms, he has to approve them all, and then must begin to send each of those 50 individual forms via email to the relevant contacts. An automated rule in place for that expense form would improve efficiency even more.

I hope that makes sense & I welcome any/all suggestions to help with the above.

Christian

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Replies

replied on June 30, 2016

Absolutely! You can hardcode the addresses and email documents out of workflow regardless of license status as long as you know the email address.

You wouldn't have to store the email address on the document or use the retrieve fields activity in workflow. Just set the TO properties on the email activity and include a pdf copy of the form (assuming it was saved to the repository as a pdf).

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replied on June 30, 2016

Hi Christian,

If you are collecting the submitting employee's email address in the form, from within the Save to Repository activity you can add that as metadata to the document.

You could make a workflow monitor the folder which is collecting the approved submissions and send them out based on the email in the metadata.

This assumes of course you have the Laserfiche Workflow product. Let me know if this helps or you'd like more detail.

Cheers,

Carl

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replied on June 30, 2016

Carl,

This may be the solution but let me talk to my VAR who can explain it further. My knowledge is fairly limited unfortunately.

Let me explain again if that is OK, in very basic terms;

Client A (who uses a LF license) arrives in London, fills out a form stating his arrival time, date and other information and then sends it onto us.
Christian (who uses a LF license) approves the arrival information form and it is stored in the repository.
Christian must go into the repository to find that arrival form and email it onto individuals who are not using a LF license or involved in any LF activity, for example;

contact@business.com
contact2@business.com

The contacts above will always be the contacts needed to be emailed the London Arrival form & we may receive one of these forms once a week. Can we automate the two contacts to receive this form once it has been submitted?

Thanks Carl.

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replied on June 30, 2016

Thanks Carl - Let me discuss and investigate but this may be what I am looking!

Let me get back to you.

Thanks very much :)

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Automatic email for particular form from WebAccess?

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