Question

workflow remove stamp

Workflow

Updated October 19, 2017

asked on October 18, 2017 • Show version history

If a workflow is triggered by a user stamping the document is there anyway to remove the stamp when it's routed to the correct folder? I did see the delete annotations option however there was no stamp added in the workflow itself. The user would be using a public stamp.

Thank you in advanced.

Jennifer

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replied on October 19, 2017

I have become very partial to using metadata fields to trigger workflows. My most recent example is having one person check 60K documents to see if they have SSNs redacted. The documents have their normal template, then I used a workflow to add a "Redaction Review" metadata field. I do NOT add it to the template. The user then checks the document and makes redactions if necessary. When the field has a value of Redaction Completed or Redaction Not Needed, it triggers a workflow. The workflow then clears the metadata field so it no longer shows on the document and then performs some other activities I have to track how many are left to be done.

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replied on October 18, 2017

Out of curiosity, what is the purpose of the stamp if it is going to be removed by the workflow?

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replied on October 18, 2017

Basically the purpose of the stamp was to kick off the workflow. Documents that do not match a certain criteria get filtered into a "verify" folder. From there the end user must decide if the document is in fact a new member or if there is a typo that needs to be corrected. If the document is a new member I couldn't think of another way to kick off the workflow. Management does not want to do a business process to a button was out. Any other thoughts would be greatly appreciated.

Thanks,

Jen

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replied on October 19, 2017 • Show version history

A stamp seems like a very inefficient way to kick of the process, especially if the goal is to remove it as part of the process that is triggered. Is there a particular reason management was opposed to using a business process button?

Using a business process button would allow you to restrict who can initiate the process, set requirements for when it would be enabled, and even display an error message if the metadata criteria you define is not met.

If the button is 100% off the table, a metadata "status" field like Jennifer Ready suggested would be a much better solution than a temporary stamp. Something like a list field with a "Pending" or "Complete" value that triggers the workflow when set to "Complete" would be much easier to manage.

Adding the stamp is a lot of extra user steps for something temporary, and removing it is going to require SDK scripts that will be more complex and harder to maintain or troubleshoot in the long run.

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replied on October 18, 2017

There is no way for Workflow to know which annotation was added. If you have a way of identifying it, you could script its removal.

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workflow remove stamp

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