Question

Reminder workflow process

Workflow Laserfiche Forms Version 10 How To

Updated February 8, 2021

asked on January 21, 2021 • Show version history

I have a Laserfiche form which is sent to 100 employees based on a Project code. The form basically requestes the employee to verify the finding for the project and sign the form.

I query the database to narrow down the employees who should receive the form based on the project code.

I send the emails through the workflow process.

I have another workflow which files the form in the repository based on a workflow rule.

If i need to send reminders to those employees who have not submitted the form is there a way to do it based on the date fields?

I have the date of submission in the form.

Am not writing the data to any sql table, is there a way to create a reminder logic?

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Replies

replied on January 21, 2021

Does the workflow invoke a Forms process instance and assign a user task to the person who needs to fill out a form? Or does the workflow just send an email link to a starting form and wait for the user to fill it out?

If you invoke a Forms process instance and assign a user task to the person, Forms added a user task reminder feature where you can trigger a set of reminders to the assigned user. This seems like the most out-of-the-box way to accomplish it.

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replied on January 21, 2021

The workflow send an email link to a starting form and wait for the user to fill it out.

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replied on February 8, 2021

In that case, you may have a hard time making this happen since you said you are not writing info to a database regarding the completion of these forms.

You best bet may be having a Workflow that runs on a scheduled basis, that does the same query for "who needs to complete" and then checks for your completed forms that were archived to the repository to determine who has not yet completed a form.

Of course, this is entirely dependant upon the structure in your repository and document naming to be something that can be consistently compared back to your original database query.

You would probably have an easier time either:

Following @████████'s suggestion.
or
Having a database table for tracking the forms - when you send the emails encourging them to complete the form, it also adds a record about that request to the database. Then at the end of the form's completion it updates that database either deleting that record or adding a flag to it to show it is completed. Then your reminder Workflow just works from that database table of the items not flagged as complete.

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replied on February 8, 2021

I would make folders for these users in LF and have a workflow triggered by the creation of each folder waiting for a document to be created. Then after the folder creation, send the email with the link as you intended. When the user submits the form, save it to its corresponding folder. You can use the Deadline activity to send reminders.

I wouldn't go the route of querying the entire user list and figuring out who didn't do it because that could be inefficient (if you have 100 users and 98 submit the form immediately and 2 wait for days, you are constantly double-checking the 98 who already did their job).

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Reminder workflow process

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