Question

Workflow Moving Oldest Documents

Workflow

Updated April 11, 2019

asked on April 9, 2019

I have a workflow that scans Folder A and if the document quantity drops to 300 or less, it will then scan Folder B and move the oldest documents in that folder to Folder A.

The scan and condition rule works fine. However, the workflow is moving all of the documents from folder b instead the all of the oldest ones. Any suggestions?

0 0

Replies

replied on April 9, 2019

Hi Chris,

How are you defining "oldest"? I imagine this is where you're getting hung up. Without knowing more, my intuition is that the answer involves a date token calculation and search syntax that uses it.

Best,

Rob

1 0

replied on April 9, 2019

Can you show us the workflow that's moving documents into this folder? How are you setting which documents get moved?

0 0

replied on April 10, 2019

Please see my workflow below. The documents have a metadata field called "date received". This is where I am looking for the "oldest".

Workflow.PNG (19.53 KB)

| Download

0 0

View 1 previous reply

replied on April 10, 2019

No. I plan to have run when the 300 minimum document condition is met.

0 0

replied on April 10, 2019

Can you share screenshots of the Search Repository (2) and Date Received (Max) activities' properties? My guess is the token assignment or search syntax needs adjusting.

0 0

replied on April 10, 2019

The way I would do it is trigger it on entry moved/created/deleted in the target folder and if the folder contains less than 300 documents. When that happens, find the oldest document and move it in. That move would again be checked against the starting rule and it would move the next document in and so on until the folder has 300 documents again.

1 0

replied on April 10, 2019

Attached are my expanded screenshots

Search Repository 2.PNG (20.65 KB)

| Download

Token.PNG (11.98 KB)

| Download

0 0

View 1 previous reply

replied on April 10, 2019

Syntax: {LF:LOOKIN="#1 Scan Queue"}

0 0

replied on April 10, 2019

I think that's the issue. Try using the following syntax (you may have to change the "greater than" to "less than" or whatever works for your needs):

{LF:LOOKIN="\#1 Scan Queue"} & {LF:Created>"%(SeachRepository2_Date Received)"}

The syntax you're currently using is returning all entries in the folder named #1 Scan Queue.

0 0

replied on April 10, 2019

Update!!! I got it working. I created a token of the date received field and modified it to return the "min" value. Then the conditional rule will only move those entrees where Search Repository 2 date received equals the token value.

Thanks for all of your help everyone!!

0 0

replied on April 11, 2019

Update to the update, the triggers are not launching:

Trigger.PNG (28.08 KB)

| Download

0 0

You are not allowed to follow up in this post.

Question

Question

Workflow Moving Oldest Documents

Replies

Sign in to reply to this post.