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Feature Request: More information about invoked workflows in Cloud

Laserfiche Cloud Workflow Feature
Updated April 10, 2024
posted on April 8, 2024

Hello Laserfichians,

We have run into issues due to the limitation of how many starting events customers can have in their Cloud. As a workaround, we have a "master workflow" that invokes the other workflows. The problem we're running into now is that it makes it hard to troubleshoot because of the following:

1. Inability to search by Entry ID 

2. The Starting Entry ID is not passed onto the invoked workflow, so there is no column or other information we can use to easily identify each workflow

Open to other solutions but these two things would be very helpful!

 

If a specific use case is needed: we have auto-file workflows that we create by department/template/folders. 

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replied on April 9, 2024

Hi Michelle,

So you would like to search for any Entries that the workflow may have touched via Entry ID, not just a starting entry - correct? Example: Search by Entry ID, that returns any workflow instances that may have been involved with that Entry ID. We have a work item slated for this at the moment.

Additionally, I'm curious to know how many Starting Events would you be looking at needing?

Thanks!

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replied on April 10, 2024 • Show version history

Hi Tesia,

 

Yep! Just like self-hosted we would like the ability to search by entry Id. Glad to hear it is on the road map!

The number of starting events is difficult to estimate, but an auto-file workflow for one department or template could take up 4 rules (change, move, copy, and create). We tried to consolidate it by adding more conditions in the starting event, but I believe that is also limited to 20 or so ( ex. if entry is a document, is this template, location, etc.). Seems that increasing the number of conditions may also resolve that issue.

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replied on April 10, 2024

How many departments do you typically anticipate implementing solutions for in a company? 

Thanks for confirming the requirements!

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replied on April 10, 2024

We are finding that the minimum is 4 departments (City Clerk, Finance, IT, HR seem to be the norm). 

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replied on April 9, 2024

Hi Michelle, In the original Starting workflow, it provides the Entry ID. You can use that ID with the Find Entry to locate that file. From the Tokens provided by Find Entry you can capture the Path of where that file is in the repo and use that in a condition as to the next workflow to start. Configure your Invoked Workflows Input Parameters so you can assign the original Entry ID to it, in your Invoked Workflow you can first do a Find Entry using that Entry ID and then Change Starting Entry to set that as your starting entry, or Use the Find Entry for your Activities to work against.

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replied on April 9, 2024

Thanks Steve. This has more to do with the Monitor tab / reporting. You have to go into the invoked workflow to see what entry ID is being used rather than just seeing the entry ID as a column. 

And as John has mentioned above, there isn't a way to search workflow history by entry ID. You have to use the entry name to search.

Hope that makes sense.

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replied on April 8, 2024

This for sure, it is beyond annoying you still cannot search by entry ID. Having to look up names of documents in audit trail to see their starting name before workflow took over, then search is such a terrible way of reviewing a process.

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