Question

Schedule Email to send batches of documents

Workflow

Updated April 23, 2018

asked on April 23, 2018

I have a workflow that runs every 1 minute for 8 hours a day that searches the repository for specific documents. When image(s) are found, Workflow emails them out 15 at a time. I have learned that running searches can slow performance and can also be taxing on the Application server. I am looking for a cleaner way to do this so I have 2 questions:

1. Is there a way to limit the Find Entries activity to only 15 entries? Or maybe a way to iterate through the results only 15 times??

2. Also, is there a better way to batch email documents? Right now there is no way to email All Results or even the 'Find Entry' results. So I am doing a parallel activity 15 times to find the entry in order to email it.

Any help is much appreciated.

Cheers,

Nate

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Replies

replied on April 23, 2018

As far as I am aware you can only limit the search activity not the find entries.

My questions:

Does something else happen to the documents so that you are not picking up the same documents when you are repeating searches?

Are you sending copies of the documents or link? Whatever your process is could you send Web Access links?

Are all the documents you send always going to be in the same folder? If yes, could you just send a link to the folder instead of the documents to prevent multiple emails?

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replied on April 23, 2018

Jennifer,

The documents are moved once they are emailed, so that they do not get 're-processed' when the next search runs. This is also part of my parallel activity.

I am sending the actual documents as attachments (PDFs) to a legacy Content Management system to be processed in parallel to Laserfiche. It is a temporary thing, but just figured I would see if anyone else has solved this yet!

Thanks for your reply, let me know if you have any ideas!

Nate

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replied on April 23, 2018

Why do you need a parallel activity in Workflow?

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replied on April 23, 2018

Hi Nate,

I do not have a great solution for batching the attachments into 1 email, but the following should allow you to limit the number of iterations processed after the Find Entries activity:

Drop the Parallel into a Conditional Sequence and configure the condition to be "%(ForEachEntry_Iteration) is less than 16". This should allow you iterate over the results only 15 times.

~Rob

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Schedule Email to send batches of documents

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