Question

Email out to multiple suppliers selected from a Form based on Line Items

Workflow Laserfiche Forms Version 10 How To

Updated June 4, 2018

asked on May 31, 2018

Hi All,

Was hoping someone has seen this / worked on this before.

We have a client request where they are emailing from LF Forms. What they would like to do is the following:

1. Be able to select Items (multiple lines as per below)

2. From there select the suppliers they need contacts (multiple suppliers can be selected as per below)

3. From the parts list, be able to select which lines go to a specific Supplier.

For example, There are 4 lines with parts required, and they would like line 2+3 to go to supplier 1 and lines 1+4 to go to supplier 2?

I was thinking if I add an additional field within the field Table with incremental numbers as in 1, 2, 3 etc. Then the user specifies the number in the second table where the supplier is contacted. Would that work? I would then use LF Workflow to match the rows and populate the email and send?

Is there any other way that someone has come across? or, would that be the best way in getting this done?

Thanks in advance,

Ziad

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Replies

replied on June 1, 2018

Hi Ziad

I had built a demo along that root, see picture below, one part of the form they defined the Vendors and then they assigned the displayed Vendor Number to the associated Row. From this I was able to subtotal each vendor and generated the PO's for each Vendor, I didn't have the email piece that would have been an easy add-on. In my process I ended up Generating a New PO form for review which could have been emailed, or I could have used a Mail Merge to generate the document and then email. Workflow layout Below

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replied on June 3, 2018

Thanks Steve,

That looks like a great solution to start, question i would like to add to this which is an extra,

Say I wanted Supplier 1 to have parts 1 + 4, but also wanted Supplier 2 to have parts 2, 3 and 4 for example, how would that be added? Would I just have to add another line for the parts and set the supplier number so it is included?

Thanks

Ziad

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replied on June 4, 2018

Hi Ziad

That seems like an unusual use case, but if you wanted to go that way it would likely be far easier to add additional line items for those parts.

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replied on June 4, 2018

Thanks Steve,

We usually deal with the unusual. But, I think extra line items will help and be easier than to try anything different,

Regards

Ziad

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replied on June 1, 2018

I'll chime in.

If I understand this correctly, you need a neat way to define which parts to request from specific suppliers.

Sounds like javascript.

For each supplier, I would create a column with a drop down list created from which parts are selected. It can have a couple columns so users can see the description for reference. Maybe use lookups to populate the description?

Since multiple suppliers can be selected, I am not sure if you want the list to be shortened every time a part is assigned to a supplier. If you can do it, great. Otherwise, leave the drop down list as-is while the user selects which parts to assign to each supplier.

Once the step is complete (submitted) workflow can use "for each row" to iterate through the supplier table and compile the email list based on rows that the drop down is not empty. Have workflow set a variable formatted with the multiple emails in it ( email1@abc.com; email2@abc.com..). Use apply index in the token dialog. Use that variable in a following step to send out the emails.

Hopefully this gives you some ideas.

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replied on June 1, 2018

Where in the form in your screenshots does the user indicate which lines need to go to which supplier? Is it always 1+4 and 2+3? Why wouldn't they pick the supplier first and then indicate which parts they want from this supplier?

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replied on June 3, 2018

Hi Miruna,

I have not added that field yet, but that is what i am leaning towards, it can be different every time a form is submitted. So it can be different selections for different suppliers. I have it at the moment with parts first then to specify the suppliers needed for those parts.

Hope this helps

Ziad

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Email out to multiple suppliers selected from a Form based on Line Items

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