Question

Copy metadata from a document to Parent folder

Workflow Laserfiche Version 10

Updated October 8, 2016

asked on September 20, 2016

Hello all,

I am going stuck in a task and wondering if anyone have found the solution.

Could someone guide on how you made "Copy metadata" activity in Workflow work?

My requirement is as follows:

1) I have a "PERSONAL FILE" master folder, containing sub folders named as "Employee number-Employee Name" (TO THESE FOLDERS I HAVE TO APPLY TEMPLATE)

2) Inside each above mentioned Sub folders there are 3 Sub folders(Recruitment Process, Official information , Personal Information).

3) Those 3 Sub folders may further contain more sub folders as per the document type.

4) The actual document will be in 3rd level of subfolders.

From the document i need to copy the template to 1st mentioned "Employee number-Employee name" folder then copy only 2 field values from it.

Please see below screenshot for further understanding.

Description of screenshot:

Inside "01-Application for Employment" folder the actual document with template will be there, whose template and 2 field values I need to copy to "1111-Employee name 1".

FOLDER STRUCTURE.JPG

A sample of workflow is also provided.

Capture.JPG (13.26 KB)

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Replies

replied on September 20, 2016

Repeat is the wrong activity to use. You'd most likely need a Find Entries activity.

Can you describe how this workflow is expected to start? Are you going to run it when the document changes or is it supposed to run once and update all existing folders?

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View 1 previous reply

replied on September 20, 2016

Hai Miruna,

Currently there are many existing folders in the parent folder.

And also more similar documents will be created per day as it is the result of quickfield scan activity.

So in short, we need to apply template to existing folders and also to the new folders created on the go!

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replied on September 20, 2016

Is there more than one document in "01-Application for Employment". If yes, do all of them have the information you want pushed up to the parent?

Will these documents change after Quick Fields creates them?

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replied on September 20, 2016

In "01-Application for Employment" there will be only one document.

All the documents follow same template and I want to push only 2 fields value (#EmpNum and #Emp Name) from the document template to Parent Folder (1111-Employee name 1, 1112- Employee name 2 etc).

And yes , these two fields I require will be present and value will be there on all documents.

Currently parent folder doesn't have any template.

Documents are being created as a result of quick fields scanning and then indexing into template , and documents automatically route into respective folders which are created using template fields filled up during quickfields session.

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replied on September 21, 2016

Something like this set to run on document creation in the "personal file" folder should do it:

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replied on September 21, 2016 • Show version history

hello Akhil

try the following as per the Screenshots.

1. when entry created retrieve Employee ID , Name Field value.

2. do basic search with Entry name as each employee folder with employee id - Name

Search Syntax : change first name & last name

({LF:Basic~="%(RetrieveFieldValues_First Name) - %(RetrieveFieldValues_Last Name)", option="LTN"})

3. use For each Entry and assign search result to it.

4. Use Assign Field Value to select template and configure field value.

Thank you.

Best Regards

Mazahir Naya

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replied on September 25, 2016

Thanks everyone for quick response. Much appreciated

But unfortunately result was not satisfying.

I am not sure if my interpretation was correct.

I will try to give my requirements clearly again with screenshots this time.

1. PERSONAL FILE FOLDER CONTAINS ENTRIES OF FOLLOWING FORMAT

(Already has more than 250 folders created and per day more entries are being created)

PERSONAL FILE FOLDER CONTENTS.JPG (21.75 KB)

2. FIRST LEVEL FOLDER CONTENT

(Contents inside each Employee folders)

EMPLOYEE FOLDER.JPG (17.52 KB)

3.FOLDER CONTENTS IN 01-RECRUITMENT PROCESS

RECRUITMENT PROCESS.JPG (16.91 KB)

4. FOLDER CONTENTS IN 01-APPLICATION FOR EMPLOYMENT

DOCUMENT WITH TEMPLATE FIELDS.JPG (17.79 KB)

Red coloured document(because the template we gave colour) has metadata , and this metadata have to copied to employee level folder mentioned in Step 1 , also values of empNo and empname have to be copied.

Hope this would clear the query