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Question

Issue Setting Up Create a Link Tool in Workflow

asked on February 28, 2017 Show version history

I'm betting I'm missing one little step in here somewhere.  I'm having trouble getting the create a link to work.  I've basically got my workflow set up almost identical to the tutorial video located at the Laserfiche help guide.  The only difference being I'm using business process variables to start things off instead of field values (this form is triggered by a Workflow Service Task in forms) and I've named the links to custom names, Setup and Cancellation.

 

My search finds the file I'm wanting, displaying "1 entry was found."  But then the Create Link step fails every time, saying "No Entry was specified."  Like I said before, I've got everything configured like the tutorial video.  Is there something I'm missing?  Is that tutorial video only showing a small portion?

 

Edit: I'm on version 10.1 if that matters.

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Replies

replied on February 28, 2017

Evan,

It looks like you need to edit the Source Entry property of the Create Link activity to use the First Result property of the Search Repository activity.  In the image you provided the Create Link activity is still pointing to the Starting Entry of the workflow...

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replied on February 28, 2017 Show version history

Hi Cliff,

 

Thanks for the reply.  You were right, I had missed that step.  I went back and double checked the video, and they skipped that step.

 

I made the adjustment, but have run into another error.  It brings up the message, "Cannot link an entry to itself."

 

Attachment Capture 4 shows the error.  Capture 5 shows the updated settings to the Create Link Step.

 

Edit: My Repository search only brings up one result (by design), if that matters.

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replied on February 28, 2017

So the Create Link activity is used to create a relationship 'link' between two or more Laserfiche documents.  What other documents are you trying to link to the First Result entry from the Search Repository activity? 

In other words if you are trying to link the First Result entry from the Search Repository activity to the entry that initiated the workflow then the Create Link activity would look like this;

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replied on February 28, 2017 Show version history

You're right. I'm looking to link the document that triggered the workflow to start with the document that is found with the search repository task.  Using your recommendations, it shows the error message of, "The starting entry could not be found."

 

I've tried to adjusting my forms process a bit as well, having the workflow be triggered before and after this document is saved to the Repository.  (The file I'm linking to what is found by the search)

 

Edit: both configurations of the form process produce the same error.  The only difference is the one way has the error show before the search result, like the attached screenshot, and the other way has the error show after the search result.

 

 

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replied on February 28, 2017

I have to be missing something with your Forms process that I might not be able to help you with.  

When I start the Business Process below on a selected entry in the LF client the end result of the workflow is a set of linked document (as one would expect).

 

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replied on February 28, 2017

Essentially, the idea is that when a person fills out a form to cancel the automatic payment authorization, Laserfiche is meant to find the original setup agreement, and link the setup with the cancellation form.  When cancellation is chosen in the starting form, it follows the path found in the screenshot.

 

I get the same result of "The Starting entry could not be found" if I have the workflow and repository in the locations in the screenshot, or if their spots are reversed.

 

I wouldn't be surprised if there is a better method to involve workflow.  Combining workflow and forms is something we are trying to do more of.

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replied on February 28, 2017

I can see your logic but I am not sure if a business process is the way to go? 

When the new form cancellation document is created in Laserfiche I assume there is some metadata assigned?  What metadata are you using to search for the original Authorization document and is there a metadata field to indicate that the new document is a cancellation?

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replied on February 28, 2017

Yes.  We have a custom of data field that has been used on other forms.  Its simply titled Transfer Type.  There is a question on the form asking the type of transfer, either new set up or cancellation, and it displays the info needed on a cancellation using field rules.  The user then fills out a little bit of info and has the customer sign to verify they are cancelling the transfer.

 

Using this info, I'm able to lookup and find the original new transfer agreement.  (That's the search repository step in workflow).  By using some info such as account number, date, type of transfer, and share ID, I'm able to filter it down to 1 result consistently every time.

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replied on February 28, 2017

Ok, what I would do instead is build a workflow that is triggered on new document creation (created in the Forms Route To Repository action), perhaps in a specific folder structure and a specific template, that has a Transfer Type of 'Cancellation'.    The first activity in the workflow would be a Retrieve Field Values that would be used to search the repository for the master document, and then I would link the Starting Entry as a 'Cancellation' to the First Result entry of the Search Repository activity.

Does that make sense?

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replied on February 28, 2017

Yes, that makes sense.  Not having any other steps after the initial form, I think your suggested method would be better.

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replied on March 1, 2017

Sounds good.  A couple of final thoughts;

  • I typically have a folder in the repository designated as a 'Forms Inbox' where I have Forms drop new documents.  I then use Workflow to properly file/route those new documents instead of having Forms do that filing work.
  • You should probably consider adding some branching logic to your workflow to check to see if more than 1 record is returned on the search or if there are no records returned.  In those cases I would run a branch that sends you an email and routes the new document to a holding folder for review.
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