We would like to extract annotations for a customer so they can see the notes describing why documents are being rejected in a workflow. Currently the operators are putting the notes in the annotation field when the documents are rejected. We are open to any ideas short of adding a new index field; we already have 50+ fields.
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Extracting annotations
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Can you clarify what the problem is with the current method? Are you saying that the customer is unable to view annotations? What type of annotation are the operators using to add their notes?
The operators are adding sticky notes indicating the issue with the document. What we would like is to be able to extract, export or compile the notes into a report so that management can do some root cause analysis to reduce the errors.
Ah, I see. If it's enough to just gather all the documents with these notes together, you can do this easily using a custom search. For example, using search syntax {LF:Sticky="*"} would get you all the documents with sticky notes.
As for extracting just the sticky note text itself as you mentioned, there is not a built-in way to do this, but it can definitely be accomplished with a bit of scripting in Workflow. See the discussion in this post.
Chris - Not sure if this will help but we have a custom workflow activity that will allow you to extract the Sticky Note text as a token in a workflow. Once the text is tokenized perhaps you can email it to someone or write it to a SQL table for retrieval in a report format?
The 'Retrieve Sticky Note Text' custom workflow activity is one of our free activities available on the Products page at www.qfiche.com. All of the activities available for download are fully functional 30-day demos. To continue to use the free activities past the 30-day demo period just register the activity and we will send you a production license code to apply to the activity.
Hope this helps!
Cliff, this maybe the answer we are looking for. We will try this and let you know if it meets our needs.