Question

Trouble setting a token value in Quickfields for file name and directory path

Quick Fields

Updated October 8, 2019

asked on October 4, 2019

Hello,

I am having trouble using a token value to set the file name and directory path in a Quickfields session. I am using a lookup value to pull in Employee Name, DOB, Hire date using Employee ID. I then am trying to set the file name and directory by Employee ID.

My thinking is that the lookup is occurring after the setting of the file name and directory but I don't know how to correct that.

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Replies

replied on October 4, 2019

What exactly is the trouble? The configuration in the screenshot looks fine (except for the fact you'd be creating the "Last Name" folders off the root of the repository which is not exactly best practices).

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replied on October 4, 2019 • Show version history

Yes, my mistake it is set to last name. When I go to save it, the last name is blank followed by Doc type. So the file name is "- New hire" for example.

What would be the better practice?

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replied on October 4, 2019

How is your lookup set up?

For best practices, depending on what you're planning on using the repository for, you'd likely want to add an Employees folder off the root and then put the individual employee folders underneath that. Depending on whether your users will be accessing these folders through search or by browsing to them, you might want to break them down further into categories (either by first letter or by grouping them into A-C, D-F, etc). If you're only searching, it matters less that you have thousands of employee folders into one parent Employees folder. If you are browsing to them, seeing thousands of employee folders in one list might be overwhelming to the user, so breaking them up a bit will be more user friendly.

On the other hand, if you're only going to have less than 100 employees at any given time, just ignore me.

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replied on October 4, 2019

Yep, I understand, good point. We are trying a proof of concept for one of our customers so in this environment that part isn't that important. I will add Employee as a sub directory.

I don't understand why the token value to last name is not being written to the file.

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View 6 previous replies

replied on October 4, 2019

What is triggering your lookup?

If you click on the document before sending it to Laserfiche, does the Last Name field have a value?

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replied on October 4, 2019

I am triggering the lookup in the real-time processing at the document class level. Should this be done at post processing?

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replied on October 4, 2019

No last name does not have a value which is the problem. Since last name is a Lookup last name, how do I apply that value to the Last Name field? Would that have to be a simple Workflow?

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replied on October 4, 2019

So did lookup not return any values for this document or is there no last name in your data source for this specific row?

What value are you using to trigger the lookup? Is it a field or is it a process token and that token is blank for this document? Can you post a screenshot of your lookup configuration?

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replied on October 4, 2019

Here is the way I have it setup.

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replied on October 4, 2019

When the documents are scanned, I enter the employee number (11111 in this case) and it returns all the values. The document name never changes to the value of the token.

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replied on October 4, 2019

It looks like you used to have a have a Lookup process and still have the tokens in the field. You should clear those out.

When you use a field lookup, the tokens in the name will not update (this is by design in case you want to re-run the lookup before sending the document to Laserfiche). The name should be set correctly when the document is sent to Laserfiche though IF the corresponding fields have values at that point.

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replied on October 4, 2019 • Show version history

When the documents are scanned and I enter the employee number, this is the result. If you notice, the Document name is missing the Last Name value.

So, you are saying a second lookup should be done when the files moves to Laserfiche?

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replied on October 7, 2019

Is there a different way of doing this?

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replied on October 8, 2019

Miruna Babatie,

Can you reply to the last 2 questions that I asked?

Should I be putting a lookup in the page processing that prompts the user to enter the Employee ID?

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Trouble setting a token value in Quickfields for file name and directory path

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