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Question

Can you store documents in certain folder based on index criteria

asked on April 11, 2017

I have a client that would like to store documents in a year folder based on the job number. Example: They have year folders ie. 2017, 2016, 2015. When they get a job number, the first two digits are always the year ie. 1700009, 1609388, 15999999. They want to say if it starts with 17 when stored put 2017 in the year meta data and store under that folder. Is this possible with workflow? I know you can have an external table fill in the year field if a job number is selected. They wanted to not create the year column for each job and type them all in the database table if possible.

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Answer

SELECTED ANSWER
replied on April 11, 2017

Yes there is a way to do this, we used the last five digits with this destination for the move Entry Activity. %(RetrieveFieldValues_Loan Number#<\d\d\d\d\d\d\d(\d\d\d\d\d)>#). 

For your instance I would be %(RetrieveFieldValues_Job Number#<(\d\d)\d\d\d\d\d\d>#) this would be folder named 17. 

 

Another way would be to use a Conditional Parallel and Move Entry so that if Job Name starts with 17 move to folder 2017.

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replied on April 11, 2017

Travis, your first option worked, except the job number's have a letter/number mix besides the first 2 digits. How can I make this work with that? Can I just put an asterisk behind the %(RetrieveFieldValues_Job Number#<(\d\d)\*>#)?

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replied on April 11, 2017

Just (\d\d) is enough. It will match the first 2 digits it finds.

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Replies

replied on April 11, 2017

The workflow addresses this need.

Create a token that uses a regular expression and use the "Route Entry to Folder" activity.
\ 1. MyFolder \% (MyToken)

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