Question

How to check in Workflow whether an entry is an electronic document or not?

Workflow Version 10

Updated December 14, 2016

asked on December 14, 2016

Hi guys,

I've got the situation where a mix of electronic and non-electronic documents are being selected as email attachments and I'm ending up with duplicate attachments of the same document in many of the emails (I need to email the documents, not the LF links). Due to the mix of document types, the email attachment option is selected to include both the images and electronic file, hence the duplication.

I want to implement a routeing decision based on whether the file is electronic or not and have separate email activities accordingly. I'm just having a mind blank trying to work out how to separate them out in the workflow. Can someone please advise?

Thanks,

Mike

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Answer

SELECTED ANSWER

replied on December 14, 2016

Hi Mike,

In the Find Entry activity, there is an additional property you can check to see if the entry has an electronic document or not. You can also see if it has an image, as an entry can have both images and electronic documents.

Additionally, you can use advanced search syntax to specify entries with an electronic document using {LF:Ext="*"}. To obtain entries which do not have one, use the subtraction set - {LF:Ext="*"}.

If you already have the entries and they are mixed (both electronic files and images) you can do logic in the Conditional Statement like so:

If it contains a document extension (then it's an electronic document):

If it contains a page count (then it's an image):

The problem is, an entry could pass true for both tests as it could have images associated, and electronic documents. So you would have to decide which route you'd prefer an entry to take, or an error path to follow if such a case were true.

Cheers,

Carl

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replied on December 14, 2016

Thanks very much for that Carl. I'll see if I can restrict it so that if it's an electronic document plus has images, it sends the electronic document only.

Cheers!

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Replies

replied on December 14, 2016

Are you creating a relationship between the email and it's attachments?

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replied on December 14, 2016

Hi Blake,

I'm not sure what you mean by creating a relationship sorry, I have a Rename activity output entry that I am referencing for the email attachment, I'm then selecting the "Attach a copy of the document" options accordingly.

Thanks,

Mike

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replied on December 14, 2016

I think I've found it. The repository search syntax for electronic file component is LF:Ext="*". So configuring a routeing decision with two branches based on whether the starting entry "Document : Extension" is empty, or not empty, I can configure separate Email activities selecting the attachment properties to either include the image as PDF, or the electronic file.

I'll keep testing and update if it doesn't cover all scenarios.

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How to check in Workflow whether an entry is an electronic document or not?

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