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Question

How can I get Workflow to build a list of documents that are about to expire?

Workflow
Updated September 5, 2019
asked on September 4, 2019

One of the Employee Documents we plan on storing in Laserfiche is CPR training and Flu Shot records, both of which expires every after about a year. How can I get Workflow or Laserfiche, in general, to scan the repository for those documents and Alert HR about them so they can be scheduled for renewal or are missing that information? Whether it is an email with just a list of names and what they have that is expiring or missing or something else this would be great!

I have dug around and there should be a way to look at stuff by date but it seems to only let me pick a hard date rather than say "11 months old".

As always, any help would be wonderful!

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Replies

replied on September 4, 2019

You can use the Date Token Calculator activity to do Current Date minus 11 months, then you could use the resulting token in an advanced search to locate the "expired" documents.

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replied on September 5, 2019

I've played around with this and I think I figured out how to use that Date Token, thanks!

Would I be able to compile a list of all documents the Workflow found and have them listed in an email?

Something like;

Dear HR,

Several employees CPR Certificates are reaching their expiration and may need to be renewed.

Listed below are those whos certificates need to be renewed.

(List of employees)

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replied on September 5, 2019

You could create a multi value token at the start of the workflow, then do a for each loop on the result of the search. Inside of the loop, update the token to append the line for the employee, then at the end of the workflow add the multi-value token to the email body and use the token editor to apply the index with it set to show all values separated by a line break.

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replied on September 5, 2019

In the LF client, create the search that will find all the records that need to be reviewed.  Then add the Search Syntax criteria and when you run the search, it will populate the Search Syntax window.  You then copy that syntax into your Workflow search and replace the date in the syntax (leaving the double quotes in place) with the token for the date calculator token.

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replied on September 4, 2019

If you have Records Management, these types of documents might be good candidates for Vital Records --- documents which must be periodically reviewed.

However, if you aren't already using Records Management or don't want to mark these documents as records, Jason's recommendation should do the trick.

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replied on September 5, 2019

I wish, I have no idea what my company was thinking when they picked up Laserfiche but we are missing Records Management, which blows my mind as we got this for automation AND Record Management... Working to get this rectified but I think it's out of my budget so I am trying to create workarounds for the time being.

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replied on September 5, 2019

The Records Management tools are definitely highly beneficial and provide a lot of good enhancements, but, you can still do a lot of the same things with Workflow you just have to build a lot more yourself. Prior to getting Records Management we actually built several "retention" workflows that automatically deleted content after a set amount of time, so it is still something you can accomplish it just won't be as simple or centralized.

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