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Question

Why workflow can not see any new entries

Workflow
Updated September 2, 2020
asked on September 1, 2020 • Show version history

Suddenly workflow is throwing many errors regarding entry not found. I see the error is on activity "Create New empty Form" which references the entry Create Entry Output Entry

The error is 

So I go to the tokens menu to get the Create Entry Output Entry ID

Then I search for the entry in the repository, I shouldn't find it right??

Why does it show up?

So I go to access rights, effective rights, and choose the workflow service account

Workflow has access to the file, workflow created the file, the file exists. What else is there?

 

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Replies

replied on September 1, 2020

Can you show the full properties for your Move Entry activity? What are the settings for when one or more folders in the path don't exist?

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replied on September 1, 2020

 

I just found that by manually creating the folder that it is moving the document to, it no longer shows entry not found. So it was not talking about the Entry To Move, instead it was talking about the Destination. I need workflow to create this path, so I guess I need to add another activity now to create it first. However, we run up to 50 instances of this workflow a day, I am not sure why it suddenly is not working.

I checked the workflow rights and it is not a permissions issue, also workflow would throw "Access Denied" in the logs if that were the case.

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replied on September 1, 2020

You would get "access denied" if you can see the entry and try to do something to it. If you don't even have rights to see it, the LF Server will return a "not found" error since an "access denied" would give away the fact that an entry exists which would be a security hole.

Since you have variables in the list, I'd double-check that they have the values you expect and you end up with the path you expect. Then check effective security for the Workflow user for the folders in the path.

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replied on September 2, 2020

The folder path is

\Staffing\Employee Forms\%(RetrieveBusinessProcessVariables_l), %(RetrieveBusinessProcessVariables_f) - %(RetrieveBusinessProcessVariables_l4)\Onboarding\PDF\8850 Documents

Everything up to Onboarding was already created by Forms. So I checked the security on the Onboarding folder and all boxes are checked for the Workflow account.

I created the folder PDF and the sub folder 8850 Documents. After that the workflow was able to move the document.

I am trying a new method by adding an extra step to create the folder first with a create entry activity.

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replied on September 2, 2020

Was the scope set to apply to child entries as well? Was inheritance set correctly? Did this specific instance of WF create the correct path that far?

 

 

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replied on September 2, 2020

Workflow has full rights at the root, it is always possible for someone to remove inheritance (even though we educate everyone to use scope) or setup a deny (even though we tell them never to deny system accounts). So that was the first thing I checked, I can verify that none of this was done at any level by checking the workflow accounts effective rights on the Onboarding folder. The same folder I had to create the PDF folder within.

If any inheritance was changed or deny options set at any level, it would be clear in the effective rights tab.

Also, as a secondary confirmation that workflow has rights to see this folder, Onboarding, as soon as I created the PDF folder and the 8850 Documents folder, workflow was able to move the entry.

So my question would be, how is it that if workflow could not even see the Onboarding folder, to throw an Access Denied error, how did it move documents here once I manually created the rest of the path?

Forms created the path already up to the Onboarding folder.

Workflow just needs to create the PDF folder and the sub folder 8850 Documents within.

Since I updated the workflow with a new activity "Create Entry" to create this path, just before the Move Entry activity all has been well, we have had 6 successful runs.

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