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Question

Document moved within System - problem inheriting Parent Folder Template?

Updated July 25, 2017
asked on July 21, 2017

We're currently implementing our system for everyone to use it. However, we use import agent to import files to a personal folder of the user to then file a record.

My concern is that when they move the record to the proper location, the record does not inherit the template of the new folder (there is no template in the "incoming scans" folder). Is workflow the only way around this? This causes concern with delay of metadata application, etc. 

Does anyone have an alternative solution?

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Answer

SELECTED ANSWER
replied on July 23, 2017

Hi Robyn,

If you're not assigning a template as part of the Import Agent process then you only have two options to assign the template: the user does it, or Workflow does.  If you're wanting metadata applied at the time the record is moved, then you're going to need the users to do it.  Otherwise, you can configure Workflow to monitor the destination folders and apply the required template and metadata from the parent folder within a few seconds of the record having been moved to the folder.

Regards,

Mike

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View 1 previous reply
replied on July 24, 2017

Thank you for clarifying Mike. I wonder whether it would be an appropriate feature request to make it optional that the metadata dialog appear when moving a document; however, I'm sure this would have consequences on workflows that involve moving a record...

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replied on July 24, 2017

Another thought I had and am wondering if this would be any use in your environment, would be to assign the template based on the originating import folder?  I realise from your feature request post that there are hundreds of destination folders, so apologies in advance if this doesn't make sense due to scale, I'm just putting it out there :o) but if you were able to implement a folder "class" that pertained to groups or types of folders that could be covered by a master template, you could have an import folder corresponding to each folder class, and the template for that class applied as the document is being imported via Import Agent based on the originating location.

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replied on July 25, 2017

That is a great idea, Mike! This might just work in a few cases, because only so many different types of records are scanned and would be department specific (meaning they would have their own scanner) so we could build specialized scanning workflows for them.

Lots to consider. Thanks!

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replied on July 25, 2017

Great!  I hope you find a solution that sorts it for you.  All the best!

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