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Question

Workflow - condition - run only if entry has a tag with a specific word in it?

asked on September 20, 2018

I would like to have a conditional decision where it will identify entries that have any tags wiith a specific word in the tag's name, but not have to add every single tag with that word in it into the condition box.  Can this be done or is there another way?

Currently, my options are to add 30+ tags in the condition in order to get it to identify any entries with those specific tags.  And the workflow condition will have to be adjusted every time a new employee is hired or an employee is let go or quits.

  • These tags are a way for staff to quickly identify which of our employees need to be notified about a new document, so there is one for each Laserfiche User.  New tags will be created each time a new employee starts and deleted when staff leave.  When a tag is applied, workflows run to notify the individuals of the new entry, and this also allows supervisors to see who got the notices.

 

  • The workflow I'm testing is to identify any entries found during the search activity that did not get any of these tags applied.  This is necessary as we have found that some of these important entries are slipping through the cracks and no one is notified, resulting in no one taking care of the tasks required.

 

Is there any way to do this?  We are trying to find a way to make sure nothing slips through the cracks like this in the future.

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Answer

SELECTED ANSWER
replied on September 20, 2018

You will want to use "matches regular expression" in your condition, but this becomes unavailable when working with tags. I am also pretty sure you can't retrieve a tag name from an entry, it is not listed as an additional properties. It seems a tag has no benefit over a field. For example, a field can by applied to an entry just like a tag. But the benefits are amazing:

You can require a field for specific document types by template

You can automatically add the field by adding it to the template

In workflow you can pattern match, and use advanced features on fields for your conditions (this solves your current need)

In workflow you can pass field values for multiple entries to a for each

You can link fields to a database or active directory (IE: no more need to manually create a new tag name for every employee)

Is it possible to switch to a multi-valued list field instead of a tag? I really can't think of any downsides.

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Replies

replied on September 20, 2018

Chad:  That is an option I didn't consider.  I could create a Notifications field where anyone templating a document could add a name (drop-down list of the staff) (multi-value) and have one of the workflows watch that field instead for who to give shortcuts to.  That would work and require less maintenance for me to update every time staff changes, and for what the workflows have to search or watch for.

Thanks, Chad!

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