You are viewing limited content. For full access, please sign in.

Question

Question

Best Practices For Extensive Workflows

asked on January 24, 2024 Show version history

I am in the process of designing a repository for procurement/contract management and creating workflows for the entries to the repository that will: name the documents, file them in records folders, assign records properties, create folders and shortcuts in a logical folder structure for the finance department, create shortcuts in other folders for each of our 22 other departments, a special shortcut folder for another need, and send reminders for contract expirations in various timeframes, etc. 

I would prefer to break this up into three workflows. One would handle the expiration reminder emails and be on time-based rules. The starting rules for the other two would be identical for a CREATE or MOVE situation and one document would kick off two workflows at once. One would handle the rename, move, records properties and another would handle the creation of different shortcuts. Is this a concern? Can it get in its own way?  Do I need to add a delay to one to prevent issues? If so, how long of a delay? 

0 0

Answer

SELECTED ANSWER
replied on January 24, 2024 Show version history

Adding a delay would be an unreliable way of handling parallel workflows that could conflict.

You would definitely want the rename to occur before the shortcut creation, because the shortcut will be named using the current name. The entry path and properties don't really matter since the shortcut is based on the entry ID, not the path.

What I would do in your situation is to not have 2 workflows with identical starting rules, but instead only have a starting rule for the rename workflow and invoke the shortcut workflow after the rename is complete.

3 0
replied on January 24, 2024

Perfect solution! Thank you.

0 0

Replies

You are not allowed to reply in this post.
You are not allowed to follow up in this post.

Sign in to reply to this post.