Question

Metadata missing from Advanced search results export

Workflow Forms How To Search and Retrieval

Updated February 25, 2020

asked on February 21, 2020

I am performing an advanced search and when I choose the Metadata option of the export feature, I have several fields that are missing values. I can see the fields have data in the form fields in the repository. I have validated that the Field is defined in the fields section, and the Field is part of the template used by the form.

The fields I have issue with were added at a later state of the implementation and I believe there is an association that has been missed. After a few searches, i thought it made sense to post. Any assistance or suggestions on how to troubleshoot this would be very appreciated.

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Answer

SELECTED ANSWER

replied on February 21, 2020 • Show version history

Some places to check

1. Go to the Monitor page in Forms for one of the instances. Open up the instance and make sure the variable is filled out with a value in it.

2. Go to the Forms process and open the save to repository service task. At the bottom of the right pane, click the Fields button to open the Fields dialog. Make sure the correct template is being assigned AND that all fields are filled with a form variable.

3. Also in the right pane of the save to repository task, check the option for "Save a form from a previous step" or "save a form with current process data". If you are saving a form from a previous step, was that variable filled out at that time? Or do you want to save a form with the current variable values. This may not affect your metadata, but will affect the image of the form.

4. Find the form that was saved to the repository and see if the metadata shows up in the right pane there. The metadata cannot be included in the report if it's not on the document.

5. Check the metadata field settings. It's possible that the metadata field as a max size of 40 characters but the Form has a value of more than 40 characters.

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replied on February 21, 2020

Ok, so I do not have a save to repository service task, but I go directly into a workflow. I will assume the workflow has a task to save to the repository and the variable association is missing in there. That was my hunch, but i thought there might be something more basic. Can you elaborate on if there is a benefit to using the Save to repository task rather than a work flow, or is it semantics/preference?

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replied on February 21, 2020

The main benefit is you can get all your forms and attachments into the repository without needing to use a workflow at all. In your Forms process, you can use a save to repository task, specify the name of the form and any attachments, specify a location, metadata and any links you want associated with the form and attachments. All of these can be configured using process variables as well. Generally, it's easier to do all this in the Forms process than to have a separate workflow to manage.

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replied on February 21, 2020

Thank you - this makes sense.

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replied on February 25, 2020

So apparently this is the 'scenario 5' - the data is captured in one form that does not have the proper field lengths, so it is saved in the form, but the write to the meta data fails and provides no warning. We have identified many forms that have this issue. Are you aware of a process that can fix this short of creating a custom workflow/job to iterate between the 2 forms and capture the missing data properly?

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replied on February 25, 2020

If you go into your repository administration area and increase the max length of the metadata field, you should be able to retry your save to repository tasks in Forms and retain all the data. Anything that got saved already would have the correct values, anything suspended because the form field was too long can be retried once the metadata limit is increased.

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Metadata missing from Advanced search results export

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