Question

Forms "Save to repository service task" need the Entry ID for the saved file

Laserfiche Forms WebLink Workflow Self-Hosted

Updated January 1, 2024

asked on August 26, 2022 • Show version history

Simple answer/solution: I need the LF Forms task to return the EntryID to LF forms directly to be used later.

I've been using workflow to find the file saved, then make changes, however, we are now running into issues where our Repository automation (Scheduled business processes) is moving and renaming the files before I'm done with them. My workflows can not find the specific file I need by filename or location now. Building the extra locations and WF's to search and move the files is a huge amount of unnecessary work. If the
"Save to Repository Service Task" already kept the Entry ID for the file that it just successfully created it would simplify my life greatly.

Furthermore, if the "Save to Repository Service Task", also already had the weblink link stored, I wouldn't have to have a WF just to generate it.

ps, in my use case, the weblinks are being added to a specific list in another system. IE supervisor access to the documents.

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Answer

SELECTED ANSWER

replied on December 20, 2023

Hi, we have supported that accessing entry ID of saved forms/attachments in the process on Forms 11 Update 5.

You can see other changes from:

List of Changes for Laserfiche Forms 11 Update 5 - Knowledge Base

Get Forms 11 Update 5 from Laserfiche 11 package:

Software versions and fixes included in the Laserfiche 11 Download Package - Knowledge Base

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replied on December 22, 2023

Here is a video that shows how it works:

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replied on January 1, 2024 • Show version history

I'm trying to get the id of a save to repository service task doc in LF cloud and am following these er.... instructions. inside the business process monitor there appears to be no way to read the entry id of the saved document. I ended up generating an email to materialise all the token values. The "Previous Saved Form - ID" is blank in my test however the "Attachment list" does contain the value I need.

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Replies

replied on August 29, 2022

Hi Lyle, to Craigs point, Entry ID's are created when the attachment is saved to the repository, and there is no built in 2 way communication that pushes that back to the Forms process which is why you need a Workflow.

There are a couple ways you can go about this.

1. When using LF OnPrem, you can use a workflow to get the attachments from the form to save to the repository and use in your workflow without using the Save to Repository activity in Forms

The Left example is of a workflow that saves the Attachment to the Repository and then returns the WebURL to the Form. You will notice I have not used the Generate the Weblink Activity, I just code the URL myself using tokens as a preference.

The Right Example is Saving attahments from a Table to the Repository

If I was to use the Save to Repository as you mentioned, When saving the Attachments, I add a Metadata field called InstanceID which I populate with the Instance ID variable from the Forms process.

Then when I kick off the Workflow, I get the Forms BPInstanceID from the Input Parameters that are available when you turn on the started by Laserfiche Forms Property, and use that Variable to perform a Search in the Repository to find those documents, this way it doesn't matter what they are named or where they are saved as I can find them anywhere's.

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replied on August 26, 2022

I don't think the Save to Repository activity knows the Entry ID because that is held by the repository. What you could do is to call a workflow from your Forms Business Process right after your save to repository activity that either used Search or Find Entry to get the entry ID and pass it back to the Business Process.

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replied on August 29, 2022

Thanks, Steve and Craig, This is a suggested request to Laserfiche to include the Entry ID to the "Save to Repository Service Task". Your suggestion are very valuable and if anyone comes along and see's your replies it will help them. Sadly, I'm already doing all your suggestions and more, which is where a big portion of my frustration stems from. I'm having to do and manage significantly more (as are the servers) than is necessary.

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replied on September 6, 2022

Hi Lyle,

Thanks for your feature request, we have added similar functionalities in Cloud already, we will look into improve it for self-hosted Forms.

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