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Question

retrieve field values for Entry Owner

Workflow Version 10
Updated January 22, 2020
asked on January 17, 2020

So, Workflow's "Retrieve Field Values" activity cannot bring in the Entry Owner?  

I am using transparent records management processes and have a workflow that pulls entries out of the users folders leaving behind shortcuts.  The shortcuts have the entry owner showing as WORKFLOW.  I want the shortcuts to reflect the entry owner that shows up on the actual entries.

I have tried the Retrieve Field Values activity, but it will only bring up template fields that we have set up for our office users, not other metadata.  I've tried to tell the search activity to also grab the owner name, but can't then seem to find how to access it and add it in the add fields part of the Route Entry to Folder activity, since that tab also only allows me to choose our own template fields.

How can I set this up?

 

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Replies

replied on January 21, 2020

I took another look and I'm going to have to apologize for wasting your time. I was looking at the document properties on the shortcut, which was showing the properties of the target document. And that mislead me into thinking that my workflow worked.

It does not look like Laserfiche currently allows changing a shortcut's owner from the desktop or web client. Workflow follows suit, but I can't tell right now if that's by design or accidental.

There does not currently seem to be a way to achieve this with the built-in activities.

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replied on January 22, 2020

Thanks, Miruna. 

It would have been nice to be able to see actual owners, as a troubleshooter and quality control person.  Currently, both Entry Owner and Last Modified By come up as Workflow.  And, even if I change the metadata on a target entry and refresh to see what comes up on the Last Modified By, it still stays as Workflow.  Because it's not the shortcut I'm modifying, it's the actual entry.

Fortunately, we only pull out our actual entries to Record Series once a year and users are usually only actively working with entries during the current year so this is not a constant issue for us.  Every January though, a few of us who oversee the records run into this as they start looking into folders that are now all shortcuts.

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replied on January 17, 2020 • Show version history

I have just added the Set Entry Owner activity to my workflow, but it won't let me access the Search activity token for the current entry's Owner Name.

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replied on January 17, 2020

Retrieve Field Values only retrieves template fields. Other entry properties, such as owner names are not template fields.

Do you not see a "CurrentEntry_OwnerName" token under For Each Entry in the token picker?

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View 11 previous replies
replied on January 17, 2020

Hi Miruna:

Yes, now that I look for it, the token is there, however, I can't get the Entry Owner field as an option to add it to.

I wonder, now that I know where to get the token off the current entry, maybe I could plop that into an Assign Token Value activity, THEN use the Set Entry Owner activity ... uh, no.  I GOT IT!

Thanks, for pointing me in the right direction, Miruna!!

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replied on January 17, 2020

ARG!!!!  In my real workflow (not the test one I was just using), that token is not available!

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replied on January 17, 2020 • Show version history

Okay, that was because I hadn't added the request to grab the owner name in the Search activity in the real (active) workflow yet!  Done!  It Works!

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replied on January 17, 2020 • Show version history

BUT:  The test did not work:

So, I see your comment on another post that I need to strip out the \ and the part before it.  I now have it stripping out and leaving gBratland, but in testing, it says User Name Cannot be Blank.  It is not recognizing gBratland as a user.  And yet:

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replied on January 17, 2020

I added a Find User activity and it is finding the right user via the Owner Name token, but the Set Entry Owner activity is still not working.

The test says "Trustee Not Found"

I've tried both Account Name and Display Name in the Set Entry Owner activity.

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replied on January 17, 2020

Our connection is working.  I've tested the Find User activity just now, on it's own in another blank test wf and it's finding any user I want just fine.  So why isn't the Set Entry Owner not allowing either the display name or the account name?

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replied on January 17, 2020

Okay, so its not the Find User activity or the token I'm picking.  I hard coded the Set Entry Owner activity with the person's name, displayed both ways and both tests ended up with the same message:  Trustee Not Found

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replied on January 17, 2020

You shouldn't need Find User. Can you use Track Tokens to make sure you have the right owner value right before Set Owner?

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replied on January 17, 2020

Yes, I have tracked tokens.

Track Tokens between Create a Shortcut and Set Entry Owner, tracking the token %(ForEachEntry_CurrentEntry_OwnerName)

And this is in the Set Entry Owner "the user with account name":  %(ForEachEntry_CurrentEntry_OwnerName)

and when I use the Token Editor to get rid of the FLAGSTAFF\ the test result is a message Trustee Not Found.

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replied on January 17, 2020

I have a workflow already setting the entry owner name for the initiator for other purposes and has been working for years with the initiator as FLAGSTAFF\gbratland or whichever user.  It works successfully many times a day, including today (tested fine).  But this new attempt will not work. 

I've tried it without find user, with find user, and even using invoke wf (having taken the working one and removing other activities, just have the new wf invoke the old wf with just the set entry owner activity, but the result is ultimately the same.  Tokens prove the parameters and tokens for the owner name followed into the invoked wf fine, but:

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replied on January 17, 2020

Can you shows us a screenshot of the workflow's current state? It sounds like you've made some changes.

The error could come multiple causes. Like whatever activity is feeding For Each Entry is not retrieving the owner name. Or Set Owner was moved outside of the For Each loop.

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replied on January 20, 2020

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replied on January 20, 2020

Your first Track Tokens is always recording the owner name for the first search results. The second Track Tokens should be the one that matters.

Have you tried removing  the extra regular expression from the token used in Set Entry Owner?

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replied on January 20, 2020 • Show version history

1)  I am using the right token in the Set Entry Owner activity, right?  Double checked just now, looks right to me.

2) Have I tried removing the extra regular expression from the token?  Yes, I did try that.  Removed it again today, just to be sure and same results but no error messages:

Had to refresh my memory on what I was trying to achieve!  laugh It's the Entry Owner "Workflow" that I'm trying to replace with the original documents' Entry Owner.

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