Forms and Workflow Solution

asked on September 25, 2017

Hello,

Wanted to get an input on what would be a good solution for a customer.

A customer has a database which will be populated with successful candidates information that need to be sent a hiring package. We can write a workflow that runs on a schedule and searches for new entries in the database.

The workflow can send the email to the candidate to upload the required documentation.

The only issue is that then we lose the forms reporting feature of how long did it take for the end user to send in the documents once they were notified.

Is there a way that we can send the email using forms and then have the end user upload the documents? It would be a anonymous submission as the candidate is not yet hired.

Thank you.

0 0

replied on September 25, 2017

Hmm that's a hard one. The issue is that the user is effectively anonymous so linking a form directly to them is next to impossible. I can think of a few ways to do this outside of laserfiche reporting.

0 0

View 1 previous reply

replied on September 25, 2017

Ok so I have an idea, its not the best but its all i've got. Again this is just a theory, so don't judge to harshly haha.

Ok so when an email is sent to a potential employee, in this email assign the employee a unique identifier, have it flag in the database as sent. Then spawn a forms process with the parameters for the employees unique id, use a regular start event and go straight into a workflow task(set to wait for completion). Have the workflow task check the database for the record matching the unique id, and check if a document returned flag is ticked. If found then finish the workflow.

On the employee side, they will receive an email asking for documentation, giving them a link to a public form and a unique id(if you want to get fancy you could just include the unique id in the public form link). When this public form is completed, and a valid unique id has been entered, you do what ever u want with the documents and flag the database as documentation received.

So how will this work for reporting, basically you ignore the public form, for monitoring use the spawned forms process where one instance will be created per employee, the time spent during the workflow step will give you reporting on how long it takes for a user to respond with their documentation.

Small disclaimer, its first thing in the morning here so I cant guarantee that the above makes sense but I hope it does, if you want any clarification let me know and ill see what I can do.

Best of luck

1 0

replied on September 26, 2017

Thank you Aaron. I am thinking on the similar lines. Have a workflow send a unique ID in the URL and then update the database with values such as email sent, awaiting response etc.

I wanted to reach out to fellow Laserfiche users and see if the solution I was planning is ok or is there a better way.

0 0

replied on September 26, 2017

It depends on what you want to get out of your process. Are you aiming just to record timestamps for contact and submission in a database then use a reporting package to monitor? Or did you want to leverage the Laserfiche forms reporting by generating instances for each user that progresses through the steps.

The first one is considerably cleaner and less hacky but both would theoretically work for the task you described.

0 0

replied on September 27, 2017

I wanted to leverage the Forms reporting and keep the reminders/timers in one application if possible. For this solutions looks like we will have to use part workflow and part forms.

0 0

Question

Question

Replies

Sign in to reply to this post.