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Question

Expiry dates

Workflow
Updated January 19, 2017
asked on January 18, 2017 • Show version history

I have been working on a workflow trying to put in an expiry date on the documents even though not all will have an expiry date.

I have used a expiry date field and a date field on the template and what I want, is an email notification sent approx 30 days advising of expiry date however, it seems it will send expiry notifications on all document dates as opposed to those documents that have expiry dates. There are other documents within the folders that will not have expiry dates.

This would be a huge advantage as there are so many documents requiring renewal.

Have only basic understanding of simple workflows.

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Replies

replied on January 18, 2017

Hi Elaine,

That sounds like a great use case for Workflow--here's another post detailing another user's workflow that sends notifications 30 days before expiration that looks relevant.

Basically, what you want to do is use the "Date Token Calculator" activity to find the target date that you want to send notifications for. Then, you'll use the "Search Repository" activity to find every document that has an expiration date that matches. Once you have that info, you can use "For Each Entry" to send an email for each entry that your search finds.

Feel free to show us a screenshot of your workflow if you have more questions.

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View 1 previous reply
replied on January 19, 2017 • Show version history

Thanks for the reply Anita. What I was hoping for is a notification to the relevant persons on the expiry dates for a particular folder containing folders that would have all different expiry dates even though other documents will not require notification. Below is a screenshot of the workflow I was working on. I included the date token that was to retrieve an expiry date from a field value. The email sends but it notifies as soon as the document drops in the folder as opposed to notifying when the due date is actually due. I would be hoping to have a similar rule in other workflows notifying relevant people of expiry dates but I do not want all users receiving emails of expiry dates not relevant to them.  I tried the search repository but I am not really sure what I should be doing in the search query as anyone I selected is still not giving me what I require. The email still keeps populating as soon as a document is drop in a folder. I want to keep it as simple as possible in order to be able to understand it. 

  

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replied on January 19, 2017

That's because you're probably triggering this workflow on document creation.

For the scenario you're describing you'll want to use a scheduled starting rule. That way every day you can search for the documents expiring 30 days from that date and email them out.

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replied on January 19, 2017 • Show version history

Hi Miruna How do put in a scheduled starting rule?  Will this cause a second workflow to run? I have very little knowledge of Laserfiche and the online manuals are not very clear. Also the Search query within the search repository nothing seems to be returning when I select the test Search query.

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replied on January 19, 2017

When you publish the workflow, you will get prompted to create a starting rule if none exist. You can choose between condition starting rules or scheduled starting rules.

If your workflow already has a starting rule, you can open the Rule Manager pane, find your workflow and add another rule.

You will have to use the setup described in the thread Anita linked above. It might help understanding that thread if you think of your problem as "every day, I want to email a list of documents expiring 30 days from now".

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