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Question

Copy Metadata (for each Entry) is not appending

Workflow Version 10
Updated October 2, 2020
asked on October 1, 2020

I am using a workflow (Business Process) to combine records (the signed cheque voucher to the sometimes numerous payment approval forms that are part of this cheque payment).

The workflow is working beautifully, with one exception.  When the For Each Entry runs through the found entries, it does the following:

  • Copy Metadata (to the starting entry, with instructions to append the copied values for multi-value fields)
  • Move Pages (into the starting entry)

 

It's the append copied values that is not working.  The invoice number is a multi-value field and I want the resulting finished entry to list all of the invoice numbers that were involved.  It is not doing that.

Can anyone help me with this?

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Answer

SELECTED ANSWER
replied on October 1, 2020

Interesting. I set up something similar where I have an entry with no template data (my starting entry), run a search to find 10 documents with the template data I want, copy metadata from each entry to the starting entry, and my resulting multi-value field only contains the data from the last entry that my For Each Entry activity acted upon. I'm guessing we're seeing the exact same thing.

Instead of using the Copy Metadata activity, a combination of Retrieve Field Values (from the current entry) and Assign Field Values (on the starting entry) using tokens from Retrieve Field Values worked for me. Could be a few extra clicks to make sure you're assigning everything you want from each entry, but hopefully it's a decent workaround.

Does that make sense? I can post some screenshots if that would be helpful.

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Replies

replied on October 1, 2020

Are the multi-value field part of a field group?

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replied on October 2, 2020

Miruna, no.  I haven't tried out the field groups yet, although I was keenly interested when I saw the upgrade with that.  I was too far along into my implementation and too involved in creating other things.  I do still want to add that feature yet; I know it will be very useful!

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replied on October 2, 2020

I can't reproduce this behavior with Workflow 10.4.2 and Laserfiche 10.4.2. If you or Jacob could either post your workflow or open a support case, it'd be greatly appreciated.

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replied on October 2, 2020

All I can add is if What Jacob is suggesting doesn't do the trick (which it should), you can break it down one step further where you retrieve the field value and then run it through a For Each Value activity and have it append a multi-value token. Then use that multi-value token when you combine the records. 

 

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replied on October 2, 2020

Thanks, Chris.  Yes, I think that will have to be my next step if this doesn't work.  I will create a new workflow from scratch with the simplest steps to test out.

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replied on October 2, 2020

Success!  Thanks, Jacob, for suggesting that change in design!  Miruna, let me know if you still want me to open a support ticket to find out why the append did not work on the other design.

 

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replied on October 2, 2020

Glad it works!

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replied on October 1, 2020

Hi Connie,

Is the "Copy Metadata" activity copying more than just the invoice numbers? Curious if it's copying other metadata just fine and it's just this multi-value field that isn't working, or if Invoice Number is all it's suppose to copy and it's not working at all.

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View 1 previous reply
replied on October 1, 2020

Hmmm, good point.  In most cases every entry it's copying from has the same template with similar fields.  I'll have to test that theory.

No, it is working.  when there is just one cheque voucher (not templated, and is the starting entry) and only one invoice (templated), the resulting entry has the template.

The move pages activity instruction is to move from [current entry] to the starting entry.  Starting entry had no template.

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SELECTED ANSWER
replied on October 1, 2020

Interesting. I set up something similar where I have an entry with no template data (my starting entry), run a search to find 10 documents with the template data I want, copy metadata from each entry to the starting entry, and my resulting multi-value field only contains the data from the last entry that my For Each Entry activity acted upon. I'm guessing we're seeing the exact same thing.

Instead of using the Copy Metadata activity, a combination of Retrieve Field Values (from the current entry) and Assign Field Values (on the starting entry) using tokens from Retrieve Field Values worked for me. Could be a few extra clicks to make sure you're assigning everything you want from each entry, but hopefully it's a decent workaround.

Does that make sense? I can post some screenshots if that would be helpful.

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replied on October 1, 2020

Yes, actually, that would work!  Thanks, Jacob.  I'll try that tomorrow!

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replied on October 1, 2020

Let me know how it goes!

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replied on October 2, 2020 • Show version history

For anyone else trying this, the working solution includes

  • creating a token holder for the invoice numbers at the top of the workflow (before it runs through Each Entry),
  • retrieve values and modify token activities during the runs through Each Entry where the invoice numbers are collected into the token holder allowing for multi-values, and then
  • at the end of the workflow, during the Route Entry to Accts Payable folders, include the Field Values using the token holder results (with a Replace Existing Values option).
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