Using workflow to update version of file in repository

asked on February 14, 2019

Hello friends,

Please I would appreciate any help with this issue or any direction. We have a workflow that moves files from one folder in the repository to another. What I am trying to accomplish is this:

Find file in Folder A, route it to Folder B

If file name already exists in Folder B, then update file with new version

I have tried using the "Download Electronic Document" and "Attach Electronic Document" actions in workflow. This kind of works, but it doesn't update the original files version. It updates itself with a new version and adds a (2) to the file name.

I was hoping this process would copy the file to folder, and if the filename already exists update the version of that file and add it to version history.

Any help would be greatly appreciated. Please let me know if you need anything else.

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replied on February 18, 2019

It's hard to guess without seeing the workflow, but it sounds like maybe the document you're trying to attach the electronic document to is not under version control?

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replied on February 19, 2019

Hello Miruna,

The document in the folder I am sending too, is under version control. This is a basic workflow I tried, and I am not getting updated versions, just another copy of the same file.

I have this set up to find an entry in a specific folder, download the document, attach document, and route that entry to folder.

It works, but it does not update the version of the file that is already in the routed folder. Workflow just copies the document and appends a (2) to the end the file name. And that file which was just copied will have 2 version in the version control, but not the original document.

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replied on February 19, 2019

What does the search do? Is Find Entry the activity that gets the file already in the routed folder?

What entry are your download and attach electronic document set to work on?

What entry is Route to Folder acting on?

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replied on February 19, 2019

The search is looking inside a folder called "Test - Upload" using this syntax: {LF:LOOKIN="\Test - Upload\"}. There is only one file located in this folder.

Yes the find entry activity is set to look inside the "Test - Department" folder, there is also 1 file in this folder with the same name.

The download and attach electronic document are set to work on the Output Entry from the Find Entry activity

The Route to Folder entry is also set to Output Entry from the Find Entry activity.

I want to update the version of the file located in Test - Department. Instead the file copies and updates itself with another version. Does this explain well?

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replied on February 19, 2019

So, in this case, the Output Entry from Find Entry is the document already in "Test - Department" folder. You're downloading its electronic component and putting it back on the same document. Then it sounds like you're using Route to Folder to copy this document back into the same folder.

You want to download the electronic document from the document in the "Test - Upload" folder and attach it to the one in the "Test - Department" folder.

I would recommend getting rid of the Search Repository activity and, instead, triggering this workflow when a document is created in the "Test - Upload" folder. Then you would want to download the e-doc from starting entry.

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replied on February 21, 2019

This helped! Thank you Miruna

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Using workflow to update version of file in repository

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