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Question

Scheduled workflow with date trigger on monitored folder

asked on December 20, 2023 Show version history

I have only worked with Workflows that have conditional starting rules, not scheduled ones.  I have played around with scheduling rules and am able to kick off a workflow using them.

This particular workflow I need to create will monitor a repository folder to look for a date trigger, so unlike conditional rules that will look for a created entry, moved entry, changed entry, etc. It needs to check at a particular time of the day, for all documents in that particular folder to look for a date that is X # of days from a metadata date (date token calculator) set when the document was initially moved to the repository.  Since I can't use conditional rules as the trigger, as this is not a move/create/change situation, only the schedule rule, I am having trouble getting the workflow to find entries, retrieve the field values, etc.  

~I set a Find Entry activity and used the path for the folder it needs to monitor.

~I set a Retrieve Field Values and selected the ones I will need as the workflow continues and referenced the "Find Entry" -->"Output Entry".

~I set a condition to look for a particular variable to exist (department name) for the first branch of a conditional decision.

When I schedule the workflow and the time triggers it, all sections are green, no error messages appear, but the document(s) in the folder are not being retrieved and thus the field values are not pulling in for me to work with.

So as a test, I set this up with conditional rules to look for an entry moved to a particular folder, removed the Find Entry activity and set it to look for the starting entry. When moving a document into the folder the workflow finds the entry, retrieves the field values, sends the notification I expect, etc. So I know that part is set up correctly, it's just not finding the entry in the folder using the Find Entry activity.

The first image below is a copy of the full workflow. Ignore that some are disabled. I am trying to just get the first branch to work. The next are 1) Configuration of the Find Entry, 2) Configuration of the Retrieve Field Values, 3) Configuration of the field used for conditional logic., 4) The 2 testing documents in the folder path.

 

 

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Answer

SELECTED ANSWER
replied on December 20, 2023

As you stated here:

 

 I am having trouble getting the workflow to find entries

 

The activity your looking to use is Find Entries plural, not Find Entry which only returns one entry, the folder.

Find entries returns all entries in a folder and can be referenced by the For Each Entry activity to retrieve field values and perform actions per entry.

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replied on December 20, 2023

I forgot to mention, I tried that too, but the retrieve field variables would not refence it.... I was missing that key component For Each Entry. Excellent feedback. Thank you! 

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