Question

How do I rename existing documents with only specific templates?

Workflow

Updated October 25, 2018

asked on October 25, 2018

How do I rename a large batch of EXISTING documents using workflow, but rename them based on their templates? I created a workflow and ran it through a folder, but it renames every document the same way, rather than by template. I created a condition that says which template to rename, but it isn't working.

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replied on October 25, 2018 • Show version history

What Erik said!

Two ways to do this, on your for each entry, retrieve the template name and then do a conditional sequence which determines what it renames it.

The other way, while slightly more manual will give you a better overview on what you are changing.

You should do an Advanced Search in the Desktop Client using the Field Search option, and Search by template. Select one of the templates. If you haven't enabled Search Syntax option do so. (Note that if you only want to do it for a specific folder then include that in your search parameters by using Within Folder option as well)

Search Syntax will show you your values. Now in Workflow's Search activity paste the Search Syntax's values into the "Search Query" window. Then for Each Entry do your name changes. Repeat this for each template.

If you have more than 5 templates you will want to use the 1st option.

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replied on October 25, 2018

Start with Search Repository, for efficiency get your field values in this step
For Each Entry loop on the results of the Search Repository
Rename the Current Entry based on the tokens retrieved in step 1

If your workflow is renaming ALL entries exactly the same, then you probably aren't using the current entry values in step 3.

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How do I rename existing documents with only specific templates?

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