Best way to perform this task

asked on August 17, 2017

Hi,

I'm trying to find the best way to perform the following:

I have a user who fills out a form with a table for Witnesses. It's an undetermined number of witnesses, so I've created a table that they can add rows to for however many there are. I then need an email sent to a supervisor for each witness listed. So if witness 1 was John and witness 2 was Jane, I would like two emails sent out saying something along the lines of, "Please have John fill out this witness form" and "Please have Jane fill out this witness form." Right now my process modeler has several forms in it. The witness form is form 3 out of 4. I don't want to proceed to the final form (sent to another user) until all the witness forms have been filled out. So the process looks something like:

Employee fills out form and lists X number of witnesses -> Email(s) sent to employee supervisor for each witness to fill out (undetermined # beforehand) -> Closing report form sent to manager only after all witness forms have been submitted.

I'm struggling to isolate each witness name from the table, I just see a variable that strings them altogether. I'm not sure if I should send to workflow and have the emails sent there, because I'm not sure how to pause the rest of the process until all forms are submitted.

We just got Forms 10.2 so I'm very unfamiliar with it. Any help is greatly appreciated. Let me know if I need to provide additional information.

Thanks

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replied on August 17, 2017

You could probably do it with a workflow. Pass the form variables off to a workflow and then use the For Each Row tool. I use it to fill out and email a Word document to any number of people.

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replied on August 17, 2017 • Show version history

Hm I'm not sure if this fully solves what I'm needing, but perhaps I'm not understanding completely. I need a supervisor to fill out a form, then an employee (this part is simple), then based on the number of witnesses entered I need each witness to fill out a witness form, and only after all witnesses are done, then I need the final form sent to a manager. I would ideally like all this done in a process modeler so it's easier to view the status of each form, etc. But maybe I could use the workflow more... I'll look into using the for each row tool more. Thanks for the suggestion.

Thinking more, I guess my main question is, how can I pause the workflow and/or process modeler until all witness forms have been submitted?

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replied on August 17, 2017 • Show version history

I have been unsuccessful in using For Each Row when passing the variables from a table to the workflow. Another post suggested passing the entire table vs individual fields but i couldn't find a way to do that!

I'm currently in the middle of building another form using a Collection.

The problem, I think, is that For Each Row doesn't actually look at each row but just the first as I end up with the same Word document being created the same number of times as the number of rows in the table. (i.e. 9 rows = 9 Word documents with information from the first row)

This is also discussed in https://answers.laserfiche.com/questions/76470/Retrieve-Table-Rows-from-Form-Table-and-Insert-into-MS-Access-Table--MultiValue-Fields#76598

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replied on August 28, 2017

Prior to using the For Each Row, I do pass along all the variables from the form using the Retrieve Business Process Variables tool. It does pass the entire table, not the individual fields.

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