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Question

Passing forms detail back into Workflow when forms process completes

asked on January 9, 2020

Hello.  I have a workflow that allows an invoice to be scanned in.  That workflow eventually invokes a forms process and passes all invoice template metadata into the form.  After the form process completes (review/approval based on invoice amount), it saves the completed form tiff to the repository and resumes the workflow.

When that workflow resumes, is there a token I can use to reference the forms tiff that was just saved to the repository?  I want to move that tiff (which serves as the invoice coversheet with signatures) as the starting page onto the original invoice that started the whole forms process.  Using "Find Entry" by using the name it was "saved as" from forms isn't working.  I was hoping the forms tiff would have an entryID I could reference as the source for the page move.

Is there a trick to this or a better way to accomplish this task?  Thank you.

 

 

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Answer

SELECTED ANSWER
replied on January 9, 2020

Forms does not have the ability to pause/resume a workflow, so in your screenshot above, Find Entry runs immediately after invoking the Forms process (likely way before Forms even got a chance to do what you expect it to). You'll need a wait condition in Workflow to detect when Forms created a document or something.

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Replies

replied on January 9, 2020 Show version history

What I would do is create a hidden field in the form process that you can populate with some kind of unique "tracking" value that can be easily referenced later.

When you start the Forms process, set that field to a unique value, then when Forms saves the TIFF to the repository, use that value to populate a field on the document.

When your workflow resumes, you can then use a Search Repository activity to find the document with that unique identifier in whatever metadata field you chose.

For example, you could use the Entry ID of the document that started the process and put it into any metadata field you want on the second document.

EDIT: As Miruna mentioned, Workflow does not wait for the invoked Forms process to be complete, so you'll still need a way to detect when that is complete otherwise it would try to find the document immediately.

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