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Question

Best approach to validate data before assigned to a field

Workflow Quick Fields
Updated December 13, 2021
asked on December 9, 2021

Good Afternoon,

I have a city name collected in a temp field using quickfields.  I need to make sure the city name provided is a part of our current City field list. 

The data is being pulled from scanned pdf of well construction operators and it could be as simple as they put an extra letter in the spelling so it will not file.

I have seen a post that suggested using a workflow to validate the field before assigning it but I am not sure how to accomplish this.  Can someone who has done this offer me assistance?  

Thanks in advance for any advice.  

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Answer

SELECTED ANSWER
replied on December 13, 2021

I second @████████'s idea of using Workflow to perform a database query, and if it fails, then use Workflow to route it appropriately (e.g., to a special folder where these mislabeled documents would be reviewed by a human).  You can even setup email notifications for the reviewer when a document is moved into the folder so that the reviewer knows they have something that needs their attention.

Quick Fields (the main application) doesn't have support for dynamic fields, though Quick Fields Scanning does.  However, that likely won't help in your situation because dynamic fields don't do a fuzzy search--the value would just be blank if it wasn't in the lookup list.  This can be helpful if you have a manual revision step before storing documents from Quick Fields ("Document Revision"), but it sounds like you want to do the review later, which means you should use Workflow.

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Replies

replied on December 9, 2021

Beverly, I don't know how QuickFields handles dynamic fields in a template, but the first thing I'd try is to create a simple table in SQL and link it to the template field for the city.  It may flag the "bad" cities on import.  If that is not doable in QuickFields then import the docs into a temp folder. Run a workflow that looks up the city in the SQL table.  Save the good ones where they belong and the bad ones elsewhere.

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SELECTED ANSWER
replied on December 13, 2021

I second @████████'s idea of using Workflow to perform a database query, and if it fails, then use Workflow to route it appropriately (e.g., to a special folder where these mislabeled documents would be reviewed by a human).  You can even setup email notifications for the reviewer when a document is moved into the folder so that the reviewer knows they have something that needs their attention.

Quick Fields (the main application) doesn't have support for dynamic fields, though Quick Fields Scanning does.  However, that likely won't help in your situation because dynamic fields don't do a fuzzy search--the value would just be blank if it wasn't in the lookup list.  This can be helpful if you have a manual revision step before storing documents from Quick Fields ("Document Revision"), but it sounds like you want to do the review later, which means you should use Workflow.

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