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Question

When saving to the repository from Forms, can the Entry ID of the saved document be stored as a variable in the current process?

Forms Workflow
Updated December 22, 2023
asked on January 23, 2019

Currently I have Forms saving a document to the repository, and then it invokes a Workflow that finds the document based on advanced search syntax, but there are times when the documents are not unique enough for it to work, and any changes made to the way the Forms process works usually requires changing the syntax that is used in Workflow to find the right document.

 

When saving to the repository in Forms, is there any way to store the Entry ID of the document that was just created as a variable that can be passed to Workflow?

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Answer

SELECTED ANSWER
replied on January 23, 2019

This is not captured as far as I know in any way.

What I generally do however is work from the other direction. Every time a form goes into Laserfiche, I attach InstanceID and SubmissionID to the metadata for that document. I do this for all forms we push into Laserfiche for traceability reasons as well as the ability to re pull down all the business process data.

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replied on January 24, 2019

Thanks, can't believe I didn't think of that. And it's definitely useful to have the final saved document be traceable to the exact forms process that created it.

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Replies

replied on January 23, 2019

You could save the Forms instance ID with the document, then call a workflow to search for the document by the instance ID and retrieve the document ID.

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replied on January 23, 2019

Saving to the repository is asynchronous, so the ID is not guaranteed to exist yet when the process invokes the workflow task. Or there could be multiple IDs from the form and its attachments or multiple Forms steps saving their own forms.

The steps John describes above are a better way to approach this problem.

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replied on December 20, 2023

Hi, we have supported that accessing entry ID of saved forms/attachments in the process on Forms 11 Update 5.

You can see other changes from:

List of Changes for Laserfiche Forms 11 Update 5 - Knowledge Base

Get Forms 11 Update 5 from Laserfiche 11 package:

Software versions and fixes included in the Laserfiche 11 Download Package - Knowledge Base

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replied on December 22, 2023

Here is a video that shows how it works:

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