Question

Help with writing a workflow that will create a new folder in the repository

Workflow

Updated January 16, 2018

asked on December 14, 2017

Hello,

I have a Form that is being save in the repository in a folder. I would like to write a workflow that retrieves the values from the form ( I have a template on the form), create a new folder names with those fields values, and move the document

So, basically this is an HR personnel action form, and once that form is stored in the repository, I need to create a folder for that new employee, and then move the document.

I have beginner skills with the WF designer.

Any help/insight is appreciated!

Thanks

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Answer

SELECTED ANSWER

replied on December 14, 2017 • Show version history

Using the Move Entry Workflow tool, you can create folders as well. For example, using this folder path:

\Operations\Accounting\%(RetrieveFieldValues_Doc Type)\%(PatternMatching_Year)

And selecting "Create it"

Workflow will automatically create a new folder at/in the accounting folder, using info from the entry's information, if the folder doesn't already exist.

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replied on December 14, 2017

I;m sure I will use this one in the near future.

Thank you for sharing!

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Replies

replied on December 14, 2017

You can actually handle this in forms without using workflow at all. By using a Save to Repository activity on the Process Diagram page for your form, you can create the path you want in the Path field. Using \ creates a folder level.

What we normally do is click the ellipses '...' chose the root folder we want the file to be saved in then use \ along with the form variables to create the full path for the document that is being stored.

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replied on December 14, 2017

Thank you so much, it worked!! I love when Forms can do it all:)

Thanks

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replied on December 14, 2017

One more question: There will be another form that will need to be stored in the same folder for that employee. I dont need to create another one, but is there a way to make sure the status change form get stored in the right employee's folder?

Thanks

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replied on December 14, 2017

If, on every form, you had to enter an employee number, this should be easy enough to make happen.

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replied on January 12, 2018

Hey Darrell,

I need to add another form in that folder that was created. I went wrong some where because forms add another folder. Both forms have the same Employee ID on them, the main folder is named as emp ID- Last name , first name. Is there something I'm missing?

Thanks

Quisha

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replied on January 16, 2018

Any chance that there are spaces not set in the exact same place as the two folders? Laserfiche will read it as a different path name if it isn't 100% the same.

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replied on January 16, 2018

You are correct, I did not have the same path, I was missing 2 variables I used in the other path. Going to test it again, and fingers crossed I get it right.

Ill let you know!

Thanks

Quisha

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replied on January 16, 2018

Guess what it worked!!! Thank you so much!!

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replied on December 14, 2017

I have many workflows that create the folders based on tokens created during the workflow. This one creates folders based on Roll Numbers entered in the Roll Number fields. It could have been done with the tokens even, however, in order to get the numbers always to line up properly, I needed it to look at the number and add zeros to the front in order to always have an eight digit number.

The important part is how you configure the Route to Folder part:

\- ADMINISTRATION\County Land Files\Roll Files\Rolls %(TokenCalculator_Low Range#"D8"#) to %(TokenCalculator_High Range#"D8"#)\Roll #%(RetrieveFieldValues_Roll No_All#"D8"#)

A simplified version of this would be:

\- ADMINISTRATION\County Land Files\Roll Files\Roll #%(RetrieveFieldValues_Roll No_All#"D8"#)

In our case, we have so many roll numbers, I grouped them into bunches and the high range, low range tokens helped to get the folders within the appropriate subfolders:

You could simplify the

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