Question

Attach a file to an email sent by workflow

Workflow

Updated December 11, 2017

asked on December 8, 2017

I need to attach a file to an email sent by Laserfiche workflow.

I have created a tag for "needs approval" and created a .lfe file that opens this search result in the Laserfiche client.

I need to attach this to an email to the approver. The workflow sends an email daily if there are documents to approve. I'd like to have this shortcut attached to that email.

I appreciate any help!

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Answer

SELECTED ANSWER

replied on December 11, 2017

Another alternative would be to create a separate folder and for each document that needs approval, make a shortcut in the folder, then send a link to the folder in the email.

But this would take a bit more work if you want to write an additional workflow (or tweak the original) that would remove the shortcut from the folder when the file is approved.

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Replies

replied on December 10, 2017

Hi Kevin

This is easy to do. In your workflow, once you have identified the entry that will be the attachment using the Workflow Rule, Search or Find Entry(ies) activity, use the Workflow Email Task, and select Add Attachment, where you can select the entry to attach the file to the email.

In the Email Task click on the Email Editor button to get the advanced Email Screens.

If you click on the Properties button you can choose to add the attachment as a lfe file or as other files types such as the electronic file or as a PDF if it was a Laserfiche image file

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replied on December 11, 2017

Does the user receiving the email have the Desktop Client? the .lfe shortcuts only open in the desktop client. If the user receiving the email uses Web Access you will have to use the Generate URL activity. Using the Generate URL activity can them be a token placed directly in the email instead of an attachment. The generate URL activity also has the feature of making a like for a search. You could either make a direct URL to the folder containing the documents (or shortcuts to documents), or you could make a search URL to open up to a screen showing the search results for all the Need Approval documents.

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replied on December 11, 2017

Steve - I don't want to send the link to one entry. I want to send a link to the search result (all items tagged with "needs approval").

I don't know how to create a link to a search result from inside Laserfiche but I was able to open the .lfe file and edit it to link to the search result. I have this lfe on my desktop and want to attach it to the email sent by the workflow.

Jennifer - Yes, the person I'm sending this to does have the desktop client. We don't use web access so sending a web access link isn't an option.

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replied on December 11, 2017

Is the search result always going to be the same (no changing dates or anything like that)? If it stays the same, can you just drag it back into Laserfiche? You could then "find" the shortcut in the workflow and attach it to the email that way.

SendShortcut.jpg (55.27 KB)

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EmailShortcut.jpg (46.47 KB)

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replied on December 11, 2017

Jennifer - both of your ideas will work. I think I will go with the shortcuts in a folder idea because it seems simpler and creates a "real path" for the approver to go to using the folders pane.

Thank you!

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Attach a file to an email sent by workflow

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