Setup workflow to email report

asked on November 8, 2017

I need to create a workflow that does the following:

1. Searches all documents within a certain folder/sub folder

2. Runs a date token calculator to see which documents have a creation date older than 6 months (I have already created the date token)

3. Creates a report of all documents older than 6 months and lists creation date, document name, and folder/sub folder name

4. Emails the report to a certain end user

I have created workflows similar to this in the past, but they only email the information for one document. I need the report to create so it lists the multiple documents that meet the criteria and only gets sent in one email.

What would be the best way to create this workflow? I have included a screenshot of what I have so far.

Tiffany

workflow.JPG (37.17 KB)

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replied on November 8, 2017 • Show version history

You'll need to do the following:

Create a multi-value token (before the loop)
For each Entry Loop
- Append/Add document info to the multi-value token
Email activity
- Include the multi-value token and in the Token Editor,
  - Select Apply Index > All values separated by Line Break

So, you'll have your empty multi-value like "Token 1"

Then, with each loop you add a "row" to the token like an array

Finally, you tell the email to include all values of the token separated by line breaks, which would look like %(Token 1#[]#)

You'll need to add all of your info to the same token so it can all be kept together in the email, so each "row" should be something like 'Document Name - Creation Date - Path'

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replied on November 8, 2017

You can check out this post for screenshots of this workflow.

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replied on November 8, 2017

Thanks Jason and Miruna!

Your screenshots/instructions helped me to get the workflow finished and reporting correctly. I appreciate your help!

Tiffany

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