Question

User saving into a Hold folder, how to move to next file if one file is locked / opened?

Workflow Version 10 Security How To

Updated March 14, 2017

asked on March 6, 2017 • Show version history

Hi All,

Not sure if this was asked / been asked / requested. But, we have a workflow that is running on a main folder that users save files in. Based on their selection, the file is then routed to the correct folder, so the users have less interaction with the repository, making sure files are stored in the right folder.

My question is, if the file is being saved by a user, and the file is still open, all other documents that come in after that are sitting in the folder awaiting the opened file to be closed first.

How do we (if possible) set Workflow to move to the next file in the folder if one file is locked? I ask this as some documents are sensitive documents and should not be viewed by other users?

Thank you

Ziad

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Replies

replied on March 9, 2017

There is no search repository starting rule.

Can you add more details or screenshots of your workflow? It's hard to understand what is going on, but it sounds like you're using a search with a For Each Entry loop rather than individual workflows with wait conditions on these documents. Is there a reason why you need to process these documents in batches?

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replied on March 14, 2017 • Show version history

Hi Ziad, following up on Miruna's thought, the thought would be to create a starting rule for your workflow such as this example that. Effectively what this does in Monitor the Folder waiting for New documents to be added/created in the folder so you don't need to have a search task to find documents and a For Each Entry loop to work through them.

When a document is added to the folder the workflow starts immediately and your tasks in the Workflow would be to route the folder to whatever this location would be. This also treats each new document that is added into the folder as a separate Workflow instance so they are not dependent on one another.

So as this rule runs as soon as the documents are added, which in turns route the documents, then the users will access the files in the new routed to folder and not here in the Hold Folder.

Hope this helps, if you need more info just post.

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replied on March 7, 2017

Hi Ziad

What does your starting rule look like?

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replied on March 7, 2017

The starting rule is a search repository rule

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replied on March 8, 2017

Hi All,

Any feedback on the below?

Thank you

Ziad

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replied on March 9, 2017

Hi Miruna,

You are correct, and I am using a search option in a dedicated folder and a for each entry route as it seems to work the best in this environment. This is used to determine the type of document that has come in and route it accordingly.

If there are recommendations for this, I will be more than happy to change the way I have created this workflow, please advise?

Thank you

Ziad

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replied on March 14, 2017

Hi Guys,

Any updates on the below?

I know i can add to my search a " - ({LF:CheckOutUser="*"})" where then it only looks for files that are not checked out. But, will this also work on locked documents?

Thank you

Ziad

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User saving into a Hold folder, how to move to next file if one file is locked / opened?

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