replied on September 21, 2016
Robert and Miruna, thank you both for weighing in on this. I appreciate you identifying the issues that could occur with the checked-out user and the need to use the SDK to accomplish this. I am considering another approach where I use workflow to copy it to a folder in Laserfiche in which the edits can be made and then have the document Saved back to the original folder to maintain the integrity of the versioned documents.
Would you think this an effective workflow:
- Query all docs in repository for revision date 2 months from now
- Identify owners of docs and send notice that doc needs review and updates
- Sub-workflow (custom scripting needed) to xref doc owners by position title to doc owners by name/email
- Add owner email to hidden field in template for use by later workflow activities
- Sub-workflow (custom scripting needed) to xref doc approver by position title to doc approvers by name/email
- Add approver email to hidden field in template for use by later workflow activities
- Copy selected docs to WS Check Out Folder (this is a non-versioned folder)*
- Change doc status to CHECKED OUT (from APPROVED)
- Notify WS Admin of list of documents moved to check out
- Sub-workflow to notify owners to complete documents after being checked out – RUN Daily
- If doc status = CHECKED OUT
- AND if current date is >= (creation date + 10)
- Send notice to owner to review/update
- Owner reviews and makes changes to doc
- Owner updates doc status to PENDING APPROVAL once changes are complete
- Owner saves (overwrites) doc to save changes
- Workflow picks up change in status to PENDING APPROVAL
- Workflow queries hidden approver email field in template and sends notification email to approver
- Sub-workflow to notify approvers to approve documents after being updated – RUN Daily
- If doc status = PENDING APPROVAL
- AND if current date is >= (modified date + 5
- Send notice to approver to review/update
- Approver reviews changes, makes additional changes
- Approver updates doc status to APPROVED once reviewed and changes are complete
- Approver saves (overwrites) doc to save changes
- Workflow picks up change in status to APPROVED
- Workflow notifies WS Admin
- WS Admin reviews changes for completeness prior to saving to versioned WS production folder
- WS Admin saves doc to WS production folder
- WS Admin applies appropriate version comments ** & version number
- WS Admin deletes document from WS Check Out folder