What's the best approach in Workflow for retrieving parent folder details for a newly submitted form?

asked on November 2, 2016

Hi guys,

On submission of a form, a folder is created in the repository, a template is assigned to the folder, and the form is saved into the folder using the Save to Repository form activity. I'm then initiating a Workflow from the forms process to generate a job number and assign it to a metadata field in the folder's template.

I've got it working by retrieving the entry path name from the "Retrieve Laserfiche Forms Content" activity, running a Find Entry on the path, and then using "Assign Field Values" to the Find Entry "ParentFolder" token. It's workable, but it doesn't seem like a very clean approach. Is there a better way to achieve this?

Thanks,

Mike

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replied on November 2, 2016

Whenever I save a form into the repository I assign metadata and the variable {/dataset/_submission_id} to the form ( usually under the 'Reference Number' metadata field ).

This is a unique number that is also available in the workflow when your Forms process calls workflow. (You must configure the workflow to be 'Started by Laserfiche Forms' under the 'View workflow properties' to have the forms variables available.)

It is then a very simple matter to search the repository on the submission_id field variable, guaranteeing that you are getting the form submitted.
{[]:[Reference Number]="%(Submission ID)"} & {LF:LOOKIN="YOUR FOLDER HERE"}

Andrew

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replied on November 2, 2016

That makes a lot of sense Andrew and is definitely cleaner than my approach, I'll give it a go. Cheers!

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What's the best approach in Workflow for retrieving parent folder details for a newly submitted form?

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