You are viewing limited content. For full access, please sign in.

Question

Question

Workflow running based on each event

asked on August 22, 2018

I have a form storing a document with metadata in a folder that is triggered by workflow.

I have multiple starting conditions to allow the user to manually run a workflow if needed.  

EXPECTED OPERATIONS from CONDITIONS:

Create Entry, which FORMS accomplishes at the beginning.

Move Entry, allowing users to drop the document back in folder to re-run workflow

Change Entry, allowing users to force a change if the workflow failed to run for any reason and keep within folder.

 

When FORMS stores the document.  All of these conditions are being marked as true within the subscriber and so the workflow runs three times creating two duplicates.  I have used this solution many times before and have not seen this behavior until recently. 

I don't understand how it sees a Move and Changed condition at the moment of document creation?

Unless for some reason it's Creating the document, then adding the metadata in which counts as a Change?

Any thoughts on how I can keep these Conditions without having to scrap the other two options for the users to manually run needed documents through?

 

0 0

Replies

replied on August 22, 2018 Show version history

These are the conditions on the rules aside from them being created or changed.  Both are running at creation.

Here are the rows from Subscriber, both came back TRUE for the specific workflow:

The FORMS account is running them both, but I am not sure why it is doing this and not every instance.  Only happens on a few a week.  Others run through with only Created running with NO Changed.

 

0 0
replied on August 23, 2018

Add user does not equal Forms(or whatever your forms user is named) to your Entry Changed Rule

1 0
replied on August 23, 2018

As Darrell said, you should exclude the Forms user account to prevent it from triggering on the other conditions. Also, if you only want the Create rule to trigger based on the Forms process, you can do the opposite and only allow it to run if the user equals your Forms user.

Another option instead of the Move condition would be to set the workflow as a Business Process, which would give users the ability to add a button they can use to force the workflow to run. You can set conditions on those as well that only allow certain users/groups to run the process and require certain metadata fields/templates.

Another tip on Workflow starting rules is to always include the "Repository Name equals" condition. If you ever end up with multiple repositories, which is quite common, the extra condition (at the very beginning) will help Workflow identify which rules apply to which repository to prevent unexpected triggering.

1 0
replied on August 23, 2018

I already applied the Business Process addition on the next version of this project.  It to me seems to work the best as well.  But even so I wanted to investigate this as it doesn't seem like normal behavior.

If Forms does create then change the document after to add metadata, it would in fact kick off the process twice.  If that is what is happening here.

0 0
replied on August 23, 2018

As Miruna said, it shouldn't be doing that because Forms should be creating the entry with the metadata already assigned so it wouldn't be two separate events.

0 0
replied on August 23, 2018

I'm not seeing this behavior with Save to Laserfiche in Forms 10.3.1. What version are you running?

Are there other tasks in this process that might update this form?

0 0
replied on August 23, 2018 Show version history

10.3.1.635

 

No tasks update Form after submission to repository.  Only the workflow that kicks off once document is created in folder.

0 0
You are not allowed to follow up in this post.

Sign in to reply to this post.