Generic email within multiple forms on multiple Form Servers.

asked on February 10, 2018

Hi,

I have a project where I currently have 40 standard forms that will be on multiple instances of Laserfiche Forms. One of the approval User Tasks within the business process of all these forms outputs a generic email. I have been looking at ways to modify/edit this email without having to go into all 40 forms and manually edit the email, very time consuming. If I could change the email once on each instance it would save so much time.

I have looked into using a lookup that pushed the email format <html> into a hidden field on the form and then use the variable in the User Tasks email, this way all I would have to do is edit the sql entry. This didn't work as the email html format contains special characters that Laserfiche Forms doesn't like when you submit the form.

I can put the email into a workflow that is run just prior to the User Task but then I am unable to provide a web link for the user to open the form from, the link that User Task email provides.

Has anyone come across a situation similar to this and found a solution?

The User Task email, is that stored in the Laserfiche database somewhere? I have looked in the Forms database and seem unable to find it.

Any help would be greatly appreciated.

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SELECTED ANSWER

replied on February 10, 2018

Hi Mark,

If you meant the user task notification setting saved on process diagram page, it's in database table [cf_bp_steps]. The email content is in [definition_json] column.

For the "40 forms", did you mean 40 different business processes, or 40 different form inside one business process? And you said "One of the approval User Tasks within the business process of all these forms " which is confusing: how did you defined one user task to use 40 forms? One user task could only use one form.

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replied on February 11, 2018

Hi Rui,

Thank you , that was what I was looking for. At least I should be able to construct some sql/workflow to change the generic email on all 40 forms.

Sorry if I had confused the issue. I have created a master bp template that has been copied to each of the 40 forms. Each form has it's own business process but it is identical to the other 39. These forms are placed on multiple yachts as part of a safety management system between land and yacht, so being able to modify them through SQL rather than editing the forms manually is going to be a great time saver.

Thank you again

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Generic email within multiple forms on multiple Form Servers.

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