Question

What step could I add to a workflow to stop duplicate entries in a repository?

Laserfiche Workflow

Updated April 12, 2022

asked on November 6, 2020

Our accounting department is having to manually move/ edit duplicate entries and verify that they are a valid entry. We would like to eliminate users from saving documents with the same name and or have the workflow do something to help with duplicate entries.

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replied on November 6, 2020

I have a workflow that searches out documents with the same name and sends me an email report, but that is really all it can do (compare names). And the downside is, the bigger my repository is, the longer it takes the workflow to run.

I also have a workflow that reports to me whenever any individual copies an existing entry. I then check to see if someone accidentally Pasted instead of "Paste Shortcut". If I find someone created a duplicate, I go to them and help them to understand best practices and what to do instead of simply copying documents. This has helped me make sure that the individuals that bring in records are trained properly. It rarely happens now unless we have a new user.

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replied on December 11, 2020

Sure, here it is. I am self-taught on LF Workflow and am aware that this wf could be improved upon. For example, I've been told that using the Find Entries activity instead of the Search Repository one is more efficient. I would be very glad to see someone else's version of something similar... just opening that up for anyone else that might like to provide something here. :)

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replied on December 14, 2020

Thank you so much!

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replied on April 12, 2022

Because I happened across this thread and I am kind of dorky like that... I will share a process I use for documents that may go through several iterations and I only need the most current copy of the form. I do a "process temp files" workflow. I have the initial save step for the documents go to a temp folder within the repository folder the documents live in.

I make sure that I have a template attached to each document and i save the instance ID as the document's ID and I have a field where I capture the type of document in the event that I am keeping several types (for this instance, the signed application from the customer, the permit validation form which is signed by building inspections, the signed adjustment form and the signed secondary approval).

My workflow looks at the document ID and type of the temp file then searches the repsotiory for any existing copy. The existing copy is deleted and the temp file is then filed in the correct location.

I am also kind of self-taught and a novice, so I am also certain there are better methods for accomplishing this, but it works well enough that I don't see myself leaving this method anytime soon. :)

No file_name and file_name (2) anymore! LOL

CS - Lk Adj Process Temp Files.png (19.24 KB)

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replied on November 6, 2020

For duplicate names, the built in interface has a lot of coverage for this already. For example you should get this Name Conflict message.

Workflow is great for administrative backend automation, but has little communication options for users. Do you mean that you want to prevent any document name from matching any other document name in the entire global repository?

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replied on November 6, 2020

I also have a workflow that emails people if they template before naming a document, due to the fact that I have a lot of workflows creating shortcuts in other related folders. If they template before naming, a shortcut gets placed somewhere with a very unhelpful name. Imagine getting an email for New Mail listing all your mail and the shortcuts were all named Doc, Doc(1), Doc(2), Doc(3) instead of something descriptive.

I wonder if you could have your workflow look for a duplicate name and email someone if it finds a duplicate, reporting to the person: "A workflow just found a document with the same name as the one you just saved; please review your document to see if it is a duplicate of this one (wf can list it) and/or consider a new name for your new document".

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What step could I add to a workflow to stop duplicate entries in a repository?

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