Question

Save form to repository with link to existing document

Forms Workflow

Updated November 21, 2019

asked on November 21, 2019

I have a Forms process that will save a copy of the completed form to the repository. I will also have a related document already in the repository that was created by a workflow that is launching the form.

Workflow saves a document to the repository
Workflow then initiates the forms process
The form routes to a user, with a link to the saved document in the repository.
User completes other actions and then submits form to the repository
Upon saving the form to the repository, I would like to create a link between the form and the document that was saved to the repository in step 1. Is this possible?

Thanks.

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Answer

SELECTED ANSWER

replied on November 21, 2019

In the workflow that is creating/saving the document to the repository, you should have the entry ID of the document available. In your Invoke activity that starts the forms process, pass foward that entry ID to a hidden field on the form. Then when the form is saved at the end, have workflow retrieve the entry ID off the form and go find the document to create the link.

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Replies

replied on November 21, 2019

You don't need to have forms kick off the workflow for the last part to work. You can simply have Forms save the form into the repository and have workflow watching that folder. When the form is saved to the repository, you could have the entry id from the original document saved as part of the metadata. The workflow that is watching the folder would then retrieve the metadata field value. search the repository for that entry, and then link them together.

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replied on November 21, 2019

Would you use Search Entries for that, or is there a better option for monitoring a folder? I would need to be able to monitor subfolders, since the forms and documents will be placed in a folder based on the date they were stored.

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replied on November 21, 2019

Got it...I have it working and it's doing what I need. Thanks.

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replied on November 21, 2019

Then when the form is saved at the end, have workflow retrieve the entry ID off the form and go find the document to create the link.

How, exactly, do I do that last bit? I am grabbing the EntryID when workflow saves the document to the repository and I'm placing it in a hidden field. The Form process is then launched, and the form is routed to a user. After the user submits the form, it is saved to the repository. Are you saying that after the form is saved to the repository, another workflow should be initiated that would somehow get the entry ID of the form and link it to the entry ID of the original document? I know I can launch a workflow from a forms process but I haven't done that before, so I'm unclear if launching a workflow from the forms process would be able to retrieve the entry ID?

Looking at workflow options for Forms, I do see the task "Retrieve Business Process Variables". It has a section where I can retrieve field values and I can see my EntryID field from my form. So, if I create a workflow with this task as the first one, will it know to pull the field value from the Forms process that just called the workflow? And then I can link the document with the form?

Thanks.

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Save form to repository with link to existing document

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