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Question

How to attached starting form to an email in Workflow

Workflow Forms
Updated December 8, 2017
asked on December 7, 2017 • Show version history

I have a form that kicks off a workflow. I use "Retrieve Business Process Variables" to pull in all the metadata. I'm struggling to figure out the best way to attach the starting form to an email. I would like to use the Entry ID to do so - but I'm not sure where this metadata is stored. Can someone help please?

I set up a basic form to mimic what I need. Here is my process model:

 

And here is my simple workflow:

When I attach the Starting Entry there, nothing comes through on the email. Any idea what I need to do?

 

Thanks

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SELECTED ANSWER
replied on December 7, 2017

As far as I know forms does not return the entry id from the store in repository task. I believe the reason It doesn't return the id is that the storage process is asynchronous so the id isn't available straight away.

That said you have some options but they generally aren't the cleanest.

1) You could save the form to a specific folder in your repository with all the metadata information required to send the email and rather then have you forms process kick off the workflow use a starting rule that triggers when a file with the right template is created.

2) You could again save the form to a specific folder and use the instance/submission id in either the metatdata or the entry name to uniquely identify the form. Then in the workflow on a loop you could search the repository for the form with the matching id. As soon as the form shows up in the repository the workflow will find it and continue on its way.

Option 1 is probably cleaner but it depends on how much of the forms data you require access to. If you only process a few fields then deff go with option 1.

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View 2 previous replies
replied on December 7, 2017

Thanks for the help. So there is no way to attach the form that was just submitted without saving it to Laserfiche client first, is that correct?

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replied on December 7, 2017

Correct.

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replied on December 7, 2017

You can attach it if you create the email inside the forms process tho.

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replied on December 8, 2017

The form is not an actual object, it's a collection of data fields with display rules. As such it can't be embedded in emails and whatnot. You need to save it to Laserfiche to have a more "tangible" object that you can email.

That said, it kinda depends on what the goal of the email is. If it's trying to send a confirmation of the received form, do you need to attach an exact copy of the form or is putting the fields into the email body enough?

Though Aaron's solution is better: just use the Email action in your Forms process. Forms will generate and attach a copy of the form for you.

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replied on December 8, 2017

There is a lot of data captured in the form, so I really don't want to go through and add every field - that's why I was trying to just attach the form. Makes sense why I can't do that though. I think I'll probably just set up a temporary holding folder that only I/few people have access to. Send the form there, attach it to the email, and then delete it out of the folder afterward. Thanks for the help and explanation!

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