Question

Assign Approval information to metadata

Forms

Updated June 25, 2019

asked on July 28, 2017

I would like to assign the approval information from the approval step of a form to metadata when submitted to the repository. I have tried using variables for "Previous Submission" and "Previous User Submission".

The process follows the following pattern.

1. Check Request Submitted -> Routed to one of 3 departments.

2. Department heads Approve check request.

3. The check request is then routed to Accounts payable where the check request is processed and a check number and check date are assigned to the form.

4. The form is then submitted to the repository.

When I attempt to get Previous Submission information it only gives me the Accounts Payable information.

What I really need is similar to what is on action history which tells me who, when it was approved. I need this information stamped onto the form, not in a separate page. I know this can be done with a laserfiche workflow, if I can only get the information.

Thanks,

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Replies

replied on July 30, 2017

Hi Chris,

If you would like to get submission information of a certain user task, you could use "Save the submitted form from this process step" option on save to repository service task.

With this option, the "Selected Submission" token would show in token picker and the token value is related with that certain user task.

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replied on July 31, 2017

Maybe I am looking at this wrong. Please bear with me. I am new to forms.

As mentioned above - the department heads approve the form prior to it being sent to accounts payable. The form is then added to in accounts payable where the check number and date of the check. Only once this information has been added to the form is the form complete and loaded to the repository.

If I tell it to "Save the submitted form from this processing step" and point it to the approval step, will it still allow the accounts payable team to assign the check number and date?

Thanks,

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replied on July 31, 2017 • Show version history

No it won't. The data saved to repository would be all from the selected user task.

So for your case, maybe you can add hidden fields on the "Accounts payable" step for saving last user submission tokens:

On the form for the Accounts payable user task, add new fields, and set default value to Previous User Submissions related tokens.

When approving Accounts payable task, the "previous submission" is one of the three branches so it will get approval information for that step, and save it as field value.

Then you can use these fields values on metadata.

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replied on August 15, 2017

I am also interested in what the original poster is asking. How do you go about implementing your above suggestion? Such as adding new fields to a form at a specific task.

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replied on August 16, 2017

Hi Sean,

To add new fields to a form at a specific task and set default value, you go to the form used on that user task and add new fields from the left pane, then change its default value with token picker:

Maybe I didn't get your point but do you have any difficulty in implementing above?

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replied on June 25, 2019

Hello, I am trying to get something similar to this done but I don't get the "Selected Submission" token picker available. am I doing something wrong?

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Assign Approval information to metadata

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