Question

How do I tie uploaded documents in one form to a collection in the next form?

Forms Workflow Version 10

Updated March 15, 2022

asked on February 28, 2022

I’ll pose my question first and provide background below. How do I tie uploaded documents in one form to a collection in the next form?

I have created a form where the user will just drag and drop a supplier’s transmittal using file upload and all attached supplier docs onto another file upload. This makes it super easy for the user to kick off the review process for supplier document submittals.

On submit, the transmittal and supplier docs are saved to Laserfiche.

A workflow then retrieves the data from Laserfiche and provides additional metadata based on what it reads from Page 1 of each document and sends that back to Forms using a second form for review by a user. Now I’d like to present the uploaded file with row it belongs to within collection. Any ideas?

This is required in case the user needs to add or remove files within the process … the uploads are now tied to a collection and easier to manage. Once we figure this out, I’ll be able to follow-up using this:
https://answers.laserfiche.com/questions/195661/Answer-Get-row-value-when-using-Save-to-Repository-task-for-values-associated-with-File-Upload-fields-contained-in-a-TableCollection

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replied on February 28, 2022 • Show version history

At the moment, there is no way to set a file upload field value in a form using Workflow, so the only way to attach a file to a file upload input is manually within a form.

Once you disconnect the processes like that, there's no way to transfer those files to the new process/field and still have them be in file upload fields.

In situations like this, I keep everything as part of the same Business Process, and on the front end I only allow 1 file per upload, and have users add them in a collection from the beginning.

They would need to click something like an "add file" link to add more items to the collection rather than dragging them all into the same field, but you could have the collection limited to just that input on the starting form.

Basically, if you want individual file uploads split up as rows/items in a collection, they have to be in a collection from very the beginning.

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replied on March 15, 2022

Yeah, ended up including the upload into the collection which doesn't makes it a tad more complex for the user.

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replied on March 1, 2022 • Show version history

If you have any database expertise in house, another approach would be use your workflow (after the first form submission (the one with the uploads)) to log the upload information to a database table. The 2nd form would then use a Lookup Rule to populate the collection from the database table. Preferably, the 2nd form would be in the same business process. The database table entries could log the BPInstanceID and SubmissionID from the first form so the 2nd form's Lookup Rule could retrieve the right uploads. It's a bit techy, but I can't think of any other way to accomplish what you're trying to do.

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replied on March 15, 2022

This solution requires assistance from IS/IT which I didn't want to do. Thanks!

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How do I tie uploaded documents in one form to a collection in the next form?

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