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Feature Request: Option for Metadata Dialogue to Show up when File's Moved

Updated July 25, 2017
posted on July 24, 2017

I think it would be a great feature to have the option that when a document is moved within the repository, that that metadata dialogue comes up to reassign a metadata template. 

This feature request stems from this conversation: https://answers.laserfiche.com/questions/124729/Document-moved-within-System--problem-inheriting-Parent-Folder-Template

Essentially, if you have an "incoming scans" folder, but you use different templates throughout the repository, it creates some hassle in not having templates be assigned when moving files within a repository.

The biggest issue I see is that if you have hundreds of templates (for each folder that handles different record types), it's near impossible to have staff assign the proper template. Of course, you can have workflow assign it, but only after the user has already dragged/dropped it and moved on to the next thing. It would be very time consuming to have users go back to that record later to finish filling in metadata.

I understand this may interfere with workflow; however, I would think that this feature could ignore this feature when workflow is moving the document (like import agent does?) 

Thanks :)

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replied on July 25, 2017

Hi Robyn,

Could you achieve your goal another way? That is, when the metadata changes, Workflow re-files the document.

I prefer workflow to refile, based on metadata, in order to take filing and (most of the) re-naming decisions away from the users.

-Ben

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replied on July 25, 2017

Hi Ben, 

Upon further thought on this, I realized that this request doesn't really work anyway. I don't think what your suggesting will work well either, however, because the variety of documents we handle is so varied that a lot of metadata would be required to know exactly where it goes. Perhaps for re-naming documents though...

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replied on July 25, 2017 • Show version history

HI Robyn,

I'd like to see your system to understand the amount of metadata. With the systems I put together, the users populate three or four fields:

  • Document Type
  • Project/Case/Patient/Matter Number
  • Case Worker or Assignee
  • (optional) Title

---

or in an RM environment:

  • Document Type
  • 1st Level Term/Function
  • 2nd Level Term/Activity
  • Project/Case number
  • Originating Organisation
  • (optional) Title

---

Then the workflow will populate all the other fields based on the few above. Also, in an RM environment, the 3rd Level term (or Transaction) can be derived from the Document Type and 2nd Level Term (depending on the environment)

-Ben

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replied on July 25, 2017

Hi Ben, 

Until you wrote it down, I couldn't picture using metadata for filing - now it's much clearer. We're intending on using TRM and have a similar structure as what you suggest in your second option (except three layers before reaching case numbers). 

I suppose the only thing is that I would also like to utilize additional fields besides the basics. For instance, I have a folder for our off site storage, where box number, location, and retention are fields. I could use dynamic fields to add all of this, but my training is minimal in creating it. 

We're still very much in the planning stage and so my mind is still expanding on the different ways LF can be implemented. Sadly, there's no local training and the international travel of Empower is hard to justify annually (I went last year).

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replied on July 24, 2017

Hi Robyn, just to clarify this in terms of the feature you're after, based on our earlier discussion, are you wanting the metadata dialog for the user to select from - which then leads to your problem of them knowing which template to select - or are you wanting an option/setting that enables the inheritance of the template from the (parent) folder into which the document is being moved? 

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replied on July 24, 2017

Hi Mike, 

it would be the latter - thank you for clarifying.

 

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