Question

Employee Name Change

Workflow Laserfiche

Updated December 11, 2017

asked on December 11, 2017

What would be the easiest way to have workflow detect when an employee name change occurs? Right now we have our folders setup by Employee Name. Our Employee information is pulled from an sql database so when a name has changed they then a new folder with the new name and still have the old folder. I thought maybe searching through all doc's for any changes but wasn't sure if there would be a smoother/quicker way.

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SELECTED ANSWER

replied on December 11, 2017

Putting it on the folders would be writing a workflow. Exact way to set it up will depend on your folder structure. Do you have subfolders until the employee folder? If so you would need to look in the one folder that holds the employee folders and not look in subfolders.

You can either create a template for the folder or just add the field. I might suggest a template to in the HR workflows when you do look for a folder you can narrow it by folder and by field value.

Filling the field value will be either finding a document within the folder and pulling the ID from that and putting it on the folder, or if you don’t have it on the documents, you would have to attempt to look in the database to try and match names hoping you don’t have duplicate names and attached the value found in the database.

As for the ongoing process of finding an existing folder, without seeing your folder structure or the existing workflow, I can only give you a general idea of how to set it up.

Existing Folder.jpg (53.06 KB)

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replied on December 11, 2017

Do you have something unique like an employee ID number? Could you put the Employee ID as metadata on the employee's folder and and the documents. As new documents come in, you could first search folders with that number in the metadata. If a folder already exists you could deal with anything you want to change (like name of folder), if it doesn't exist it could be created.

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replied on December 11, 2017

Yes we use Social and Have Employee ID. How would I set up Workflow to check for existing folders? Also what would be the quickest way to update the folders as they currently don't have any Metadata (Didn't think about that when setting up the initial workflows)

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SELECTED ANSWER

replied on December 11, 2017

You can either create a template for the folder or just add the field. I might suggest a template to in the HR workflows when you do look for a folder you can narrow it by folder and by field value.

As for the ongoing process of finding an existing folder, without seeing your folder structure or the existing workflow, I can only give you a general idea of how to set it up.

Existing Folder.jpg (53.06 KB)

| Download

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replied on December 11, 2017

Usually in an HR system when a status of an employee has changed there is a modified date field or something else that is updated as well. If you could have Workflow run nightly and look for a last modified date of the current date and get a list from the SQL database that would give you a starting point. If you have an employee id or something assigned to the metadata of the documents in question, you could then search the repository for the employee id of the current result and see if the names match. If they do, then loop through to the next result. If not, then rename according to the name in the database.

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Employee Name Change

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