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Question

Options for Workflow to fill out a tracking document

Forms Workflow Business Processes Version 10
Updated November 9, 2016
asked on November 9, 2016

I want to use LF WF/BP to track approved permits in a document like a spreadsheet or a Word document table.

What would be the options (not limited to Excel/Word) and what would be the best choice?  It would need to fill out a new line on the tracking document with the contents of three or four fields from each new permit created by the Business Process.  

And can you give me a link to a training document that would walk me through the steps of setting something like that up?

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Answer

SELECTED ANSWER
replied on November 9, 2016

Hi Connie

Bunch of Options

Is the Permit Approval Process using Forms for the Workflow. If so, you can create a Report in the Forms that appears under MyReports where you can Filter and Download a report on completed Tasks as an Excel output.

LF Client.

If the Permits are completed and saved in a Repository, it is possible to create a search by Date Range and MetaData Status field to find the completed permits. If you set the Metadata Columns to your required fields, once you have the search showing the appropriate entries, and under File Choose Export >Download Report which will provide a CSV Export.

Workflow

In Workflow, use the Insert Data Task, create a connection (Direct/OLE/OBDC) to an Excel Sheet that the Workflow server can access outside of the Repository. Workflow can add lines to the Spreadsheet the same as if it was inserting data into a SQL DB. 

The Admin Help guide is likely the best guide for how to use the functions

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replied on November 9, 2016 • Show version history

Thanks, Steve!  Okay, so Option 3 that you give is closest to what I was expecting and has enough information for me to move forward with it.  Thanks!

Your other comments -- (#1, for MyReports) Forgot about that tool!  I like the idea of creating a Report that way.  That tool may make what I'm doing (tracking on a spreadsheet) not necessary.  :)  Other than, I need the approved permits to have an incremental auto-filled number assigned to them, which if I understand correctly would be handled by the same process you describe in your Option 3.  :)

Your other comments -- (#2, Metadata Columns) Very true!  For some reason, our staff like their spreadsheets with just some basics, but after discussing this with our staff, I may be able to convince them they don't need this spreadsheet.  Although, again, it may still be needed just for WF to find what the next incremental auto-filled number should be.

Thanks for all the info!  This is why I decided to ask for options.  I knew I was likely overlooking other options!

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replied on November 9, 2016

In regards to the Incremental number, I quite often Generate a Unique Number that I assign to the Form after the original submission which it carries throughout the Forms Approval process and may be saved as a metadata field.

If you don't need a particular numbering scheme the Forms Instance ID is a unique number that is generated at each submission by forms, otherwise you can have Forms call out to Workflow to generate a number and pass it back to forms.

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replied on November 9, 2016

Ya, I'll have to talk to our Fire Chief and decide if it matters whether the denials also get a number (ie, should a fire permit that gets denied be numbered, or do we just want the approved fire permits to have a number assigned to them?)

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