You are viewing limited content. For full access, please sign in.

Question

Question

Forms / Forms Cloud - Can you notify someone of an archived submission with a link to the archive?

Forms
Updated June 9, 2021
asked on June 8, 2021

I get this request more than ever. People want a notification when someone submits a form that we archive into the repository, but the email task in forms does not have an option to include a link to the archived form. The archive activity doesn't show up in the list.

So it seems a separate workflow must be created for every form that archives and requires a notification.

We don't want to copy the form again to another PDF and save it on the email server and HR likes the security of using the Laserfiche repository over email servers.

 

0 0

Replies

replied on June 8, 2021

Could you create a single workflow with input parameters for instance ID? 

In Forms, save the form to the repository and include the instance ID as metadata. Then kick off a WF and pass over the instance ID and email information. 

The WF (which could be started by any business process), takes the instance ID, searches for that metadata field, then grabs the entry IDs and generates an email. It would send to the email address passed in. 

All of your processes that require this functionality could call the same WF, and it always points to the single copy within the repository. 

0 0
replied on June 9, 2021

Every customer would need to build this though, and many start with forms well before learning workflow. It could get really complex given the need to customize the Subject and Body as well.

A few features for archives that would be really useful would be the ability to email a link to the archive and to create links between archives, so that related forms can be associated. We can create links between uploads and the form they are associated with, but for some reason not Forms associated with the same process.

0 0
replied on June 9, 2021

We can look into that. I think your best bet at this point is including the BP instance ID (or instance name) on everything stored into the repository. That way all the related forms can be quickly found whenever necessary. 

We also now link to the saved forms + attachments in the monitor page, so if you go to the instance in monitor, you can jump to all the saved items. 

0 0
replied on June 9, 2021

Ok, that is useful if trying to find something that appears to be lost.

0 0
You are not allowed to follow up in this post.

Sign in to reply to this post.

Details
Related Posts
Loading ...