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Posted to Higher Education

Question

Need assistance with sending attachments to Forms into the correct folder for each student

asked on September 21, 2021

Hello,

I have created a Form and on it students upload documentation to accompany the form.  I can get the form itself to file correctly under the Student's ID.  The attachments are proving to be more difficult.  I can get them into a folder under Incoming Documents, but cannot seem to get them to file correctly under the Student's ID.  They simply sit in Incoming Documents unless I move them into the Student's folder.  Anyone out there have an idea how to make it file automatically?  I have tried everything I know to do so far.  Thank you!

 

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Replies

replied on September 22, 2021

Hi Dawn,

'Parent form location' should be enough to place the attachment to same folder as saved form. Could you also provide the screenshot of configuration to save the form 'SAP Form - For Financial Aid Review'?

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replied on September 22, 2021

It does save to the same folder as the parent form.  It just won't pick out the student ID to send it on to the student's folder with the workflow built onto the Incoming Documents folder.  The parent form goes on to the student's folder, the attachments linger behind.  I can move them manually after they are there.  It would just be nice if they filed themselves. Maybe I shouldn't configure the fields for the attachments?

 

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replied on September 22, 2021 Show version history

Let me make sure I understand correctly.

So both parent form and attachment are initially saved to 'Incoming Documents' folder by Forms, then there is a Workflow to move them to corresponding student's folder, right? If so, how does the Workflow figure out the student ID for the file?

Looks like just to make sure the workflow can figure out the student ID for attachment to move it to correct folder.

 

Alternatively, specify the path for attachment in Forms, by selecting 'Other location' and configure the path with student ID variable.

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replied on September 23, 2021

I see where I can choose Other Location but I am not sure how to do this part - 

 

Alternatively, specify the path for attachment in Forms, by selecting 'Other location' and configure the path with student ID variable.

 

Also am I making these changes on the file tab or the attachment tab?  Thank you!

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replied on September 24, 2021

After choosing 'Other Location', you can specify the path in textbox below, where you can use variable as part of the path from variable picker on the right.

For instance, if the Student ID variable is Student_ID, you can configure a path like 

\Incoming Documents\{/dataset/Student_ID}

so that attachment will be saved to \Incoming Documents\123456 when Student ID is 123456

 

If you'd like to continue using Workflow to move the parent form, then just configure on attachment tab is fine. While I think it would be easier to manage if configure on the form tab and then choose 'Parent form location' for all file uploads, so they will always be in same folder (though you just have 1 now).

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replied on September 24, 2021

I did that and the form from Laserfiche was filed correctly.  The attachments (which have the student ID in the name - in this instance it is my test account of 0) are still in the folder in Incoming Documents.

 

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replied on September 24, 2021 Show version history

And I need to add when I checked that the SAP form did not file correctly this time.  When I click on the SAP folder under Invalid Account, I get the following error.

 

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replied on September 24, 2021

Updating this again.  I removed the SAP Forms folder from the path (which I didn't do at first) and just put the Student ID in the path and it appears that it sent the form and the attachment somewhere....but when I go to the SAP folder under Invalid Account, I am still getting the same error as above.

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replied on September 27, 2021 Show version history

Hi Dawn,

I could not reproduce the issue you encounter. Could you attach screenshot for both save form and attachment configuration for review? Or you can open up a support case and provide your business process xml for further troubleshooting.

As for 'Entry not found' error, is Invalid Account folder configured in path? If not, the error should not be related with Forms process.

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replied on September 27, 2021 Show version history

I have attached the screen shots per your request.  Thanks so much!

Dawn

 

 

Screen Shots.docx (510.38 KB)
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replied on October 13, 2021

Hi Dawn,

Unfortunately I couldn't reproduce the issue with similar configuration. There may be other factors that cause this problem.

Please open up a support case with your VAR and provide more information including the business process so that we can help further investigation.

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