Routing Activities in Workflow to create Version Control

asked on January 7, 2019 • Show version history

I have a forms process to import PDF attachments into the Repository; the requirement is for each new PDF attachment with the same file name already in the repository to be imported then to be stored as the new version of the existing file with the same file name.

I have the workflow to look for an existing file in the repository with the same file name. If the result count equals 1, then the starting entry will be placed under version control.

I then added the same Conditional Sequence to the applicable branches so that if the previous result count was 1, it would download the electric page(s) from the starting entry then will be attached to the original file found in the Search Repository node.

When I check the original file, I saw version 2 was added at the same time the new entry was being imported. However, when I clicked on the version 2 link, the document image is the same as the original file.

Also, the new file with the same name was imported with (2) added , showing no indication that these two PDF files were merged.

Below is the error I received. I am not sure why the two are not merging. Please help.

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replied on January 7, 2019

I further specified the search syntax to point to the exact location where the existing file with the same name file is located and also tested that one entry was returned.

But I still get the message that says Document already contains an electronic document.

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View 8 previous replies

replied on January 7, 2019

That is the result of setting the Attach Electronic Document activity to "Override electronic document and report a warning".

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replied on January 7, 2019

The new entries continue to appear as a separate file with (2).

The versioning is happening but when I open the version 2 link created on the original file, it shows that same version 1 image, instead of the downloaded&attached Version 2 image.

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replied on January 7, 2019 • Show version history

How is your "Route Entries" activity configured (i.e., Starting Entry vs Other Entry, Move vs Copy, etc.)? Also, what other activities do you have in the workflow?

The last modified times indicate the new entries are being modified before the new version is added to the original (only by a few seconds, but that is a significant gap in application time).

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replied on January 8, 2019

Hi, Below are the applicable activities configured;

1. Original Entry

2. Second Entry with the same File name

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replied on January 8, 2019 • Show version history

When I check the version 2 link it is the same image as the starting entry

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replied on January 8, 2019

Your entry is never put under version control (because it looks like your conditional sequence activity either evaluated to false or couldn't run). Did you look into what warnings you have there?

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replied on January 9, 2019

When I route the second entry with the same file name as the existing file name, my condition finds the existing file with the same name with "Search Repository for same name file" as expected. The only warning I see is at the "Attach Electronic Document" activity where it says "Document "INC 04 W-9" already contains an electronic document ", when I select the option "Override electronic document and report a warning"on this activity.

From looking at the time stamps, the time the second entry was imported, is when the original entry had added the version 2. But the image of version 2 is not of the second entry's, but a duplicate of the original entry image.

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replied on January 9, 2019

Again, that's expected given the activity configuration.

But I was talking about your screenshot above for entry ID 291309. That one does not get put under version control.

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replied on January 9, 2019

That entry is the original entry so the workflow bypasses the Conditional Sequence since there are no other files with that name in the repository yet.

My intent for this activity is to identify whether the incoming entry shares the same name with other files already existing in the repository and place them under version control. For versioning of the original entries, I do not have any activity in the workflow to place them under version control, But rather I use the version control enabled at the folder level.

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replied on January 9, 2019

But your search already takes care of matching the name, you don't need to check it again in the Conditional Sequence activity.

The way you have it set up now, it looks like there's a chance you could be comparing the entry to itself and overwriting its electronic document with a copy of itself. If that happens and that's the second document with the same name, and it gets moved to the same folder as the first and since no 2 entries in the same folder can have the same name, that's how you get the entry with (2).

I would add a & {LF:ID <> %(Entry ID)} to the search criteria to make sure that i'm not getting the same entry back. Then drive the rest of the workflow on the number of results of that search being 1 or greater.

However, I don't believe any of that has to do with why you're seeing the documents with (2) after their names. I don't see anything in this workflow that deletes the duplicate entry once you copied its electronic document to the first one. So depending on how your routing activity is set, the duplicate names could be expected given that you still have 2 documents with the same name.

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replied on January 9, 2019

I added the & {LF:ID <> %(Entry ID)} and test query returned no result until removed again.

I wend ahead and ran the workflow and it shows the search repository did not return any entry therefore skipped all the applicable activities.

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Routing Activities in Workflow to create Version Control

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