Question

Create shortcut when document saved to Repository

Workflow Version 11 Business Processes How To

Updated October 7, 2022

asked on October 6, 2022

Hi All,

I'm still new to LF & creating a workflow to create a shortcut when a file is saved to repository. So the shortcut will be saved to a different folder in the same repository.

When i use Find Entry, the EntryID of the document in the process, isn't passed into the workflow. I see an error on the suspended tasks noting '0' is not a valid EntryID.

I have tried using Find Entries and using the For Each Entry but again, i don't understand how to get the EntryID of the document the process has just saved to the repository.

If anyone could point out where I am going wrong, i would be very grateful.

Thanks,

Claire

Create Shortcut - Find entry.png (29.43 KB)

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Create Shortcut - Find Entries.png (35.57 KB)

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Answer

SELECTED ANSWER

replied on October 6, 2022

Yes, you can watch across the repository or the top level "employees" folder. You can specify the type of document by name or by template.

Take a look at then options in starting rules. You can watch a specific path or anything under a given folder, narrow things down by document type, template and field values. You can also use partial matches on name and such.

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Replies

replied on October 6, 2022

It looks like you may be triggering this workflow from a business process in Forms? As such, it wouldn't have an entry because Forms does not have a way of passing one to Workflow. Also, Forms saves documents asynchronously, so a document may not exist yet when this workflow runs.

Change your workflow to start through a starting rule that watches the folder where Forms saves submissions. Then you will get a starting entry and won't need Find Entry.

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replied on October 6, 2022

Thanks Miruna, yes, i am triggering workflow from a BP. Good to know, i thought i could pass an EntryID from BP to workflow.

Documents are saved to employee folders so are saved to various different folders in the repository. I will need Workflow to watch a couple of hundred folders and create shortcut of new documents of a particular type. Is there a way to specify a watch across the repository for a specific type of document. I can see 'Search Repository' activity available.

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SELECTED ANSWER

replied on October 6, 2022

Yes, you can watch across the repository or the top level "employees" folder. You can specify the type of document by name or by template.

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replied on October 7, 2022 • Show version history

Thank you Miruna, this helped greatly.

For anyone new, I took the following steps to create shortcut for documents saved to the Repository in a BP:

1: Created workflow with 2 activities - Retrieve Business Process & Move Entry

2. Create Starting Rule when a Entry is created with 3 rules to pick up name of file, document and entry type <> shortcut

3. in Workflow Configuration Manager, configured the new Repository as a Monitored Repository

4. Ensured new repository was visible on Subscriber Tracer in Workflow Admin Console > Monitoring > Subscribers. (then stoped/started LF Workflow Subscriber server).

Then a shortcut was created for new documents

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Create shortcut when document saved to Repository

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