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Question

Linking documents with same field through a workflow

Laserfiche Workflow Laserfiche Cloud
Updated June 5, 2024
asked on May 30, 2024

I was wondering if anyone here has set up a workflow to create a link between documents that have the same field information.

What we are looking to do is set up a workflow that links documents that have the same contract number.

So if both contract number fields are CO1024 the workflow would then link the documents.

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SELECTED ANSWER
replied on June 3, 2024

I have a similar workflow set to run daily to link invoices & POs/approvals together and then move those files to a new folder. There's probably a better way to set it up, but I'm fairly new to Laserfiche and this is what has worked for me.

The "Retrieve Field Values" step is set to pull the Invoice Number field for each entry, and then I'm able to use that information as a search condition for the next step.

I added the Conditional Sequence as I was having issues with invoices linking to ALL of my PO's, instead of just the one I was trying to target. You might be able to go without the extra step, but I haven't tested it lately since everything is working as it should and I don't want to break it. (:

These are the conditions for that step:

The reason I have the workflow move the files to a separate folder is so I can keep the search pool relatively small, so it's not searching hundreds or thousands of documents at a time (especially as I'm using "For Each Entry" twice). So I have my documents save to a Pending folder when they're uploaded, and then move to their final destination after the workflow runs.

I hope this makes at least some sense. Again, I'm probably not the best person to walk you through this, but I saw that you were still waiting for an example so I thought I would chime in with what's worked for me. Feel free to ask any questions if anything is unclear and I'll do my best to help out!

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replied on June 3, 2024

Thanks for your assistance. I kind of have something similar to this already set up. after working through what I could find here. I figured out the conditional formatting as well. Your solution would work for me as we moving them into folders after they are linked. We decided to make a separate workflow for that.

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replied on June 3, 2024

Perfect! Happy to hear that you've got it working for you!

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replied on June 3, 2024 • Show version history

You wouldn't happen to know how to set up a condition to look for a specific string of text. I'd like to look for every document that contains "Contract" just like that as sometimes the field value may not have Contract in it.

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replied on June 3, 2024

Would the file name contain "Contract"?
If so you could use:

If not, do you have a template set up for contracts? You could search that way as well.

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replied on June 3, 2024

Not necessarily. It could but i am seeing sometimes when someone uploads a document it does not have it in the name and we wouldn't know unless we looked at the document text.

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replied on June 3, 2024

Gotcha. I use forms/business processes to upload all of my documents to ensure they have at least some metadata attached, so I'm not sure of the best way to automate that for you unfortunately. Perhaps the new summary feature? Although I think you would have to run that on each document.

If you set up a "Contract" template you could use that, but it would still involve the uploader setting the correct template, which I would imagine is the same issue as having Contract in the file name itself.

You could try using "Retrieve Document Text" in your workflow. I haven't used it myself though, so I don't have advice on it specifically. Sorry!

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replied on June 5, 2024

That is what I am using. Just have to figure out how to set up a conditional format to grab it,

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Replies

replied on May 30, 2024

Rachel,

Yes, in your workflow you will want to perform a search (I would recommend a Search Repository activity) and then add a For Each Entry activity with a Create Link activity inside of it.

I'm not sure if you are wanting to go through everything in your repository and back process to create links or if you would have the workflow kick off as part of a filing workflow, but that would determine how you set your starting rule(s) and the link relationship settings in the Create Link activity.

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replied on May 30, 2024

No It will only be a specific folder it will be looking in.

Can you show me what you have for the search repository activity?

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