when client uploads a document which has answers pertaining to multiple projects, we want the document to be stored in 1 project folder and the shortcut link of that document to be stored in the rest of the project folders instead of copying the document to all project folders.

This needs to be done by participant users, how can they achieve this? is it possible to create a process and can workflow achieve this if the participant user uploads or imports the document using file set on a form and provide a destination folder ID for workflow to create a short cut link. 

You can have the business process save documents into the repository and a workflow that picks up the document creation and creates shortcuts.

If you want participants to make any changes to the repository directly, then they would need full user licenses.

Pallavi,

You can absolutely create a form (use your template fields and fields on the form) for the upload of the documents with a file upload that the participant can attach.  In the forms process set the template fields when the file is saved, then with a workflow the shortcuts can be created.

Hi Miruna, the documents are already in the repository, we want to save a shortcut of the doucment in a different folder.

You can create a form with the document entry ID as one of the fields in the form and the rest of the template fields and then have a workflow called from forms that creates the shortcut.  The workflow can search for the entry ID and when found, create the shortcut.

Hi Katy,

Is it possible to a copy a shortcut of one file into multiple folders in the repository via a workflow?

Please advice.

Thank you.

Yes, you would just create a shortcut to the original entry in each folder, using one activity per shortcut.

Could you please tell me where I'm going wrong in this workflow. With the current design, in Input I have provided two request folder entry ID, but the workflow makes a copy twice in first request folder and not the other.

Looks like you are only finding one entry.  And one specific folder file.  How are you finding the requested folder(s)?

I'm using the search repository activity to find the destination folder. Yes I see it only finds one request folder and not the other request folder. How can I rectify that?

Here is what I came up with.  You would need to retrieve the values for the directories, and for the Entry ID from the forms process.

Is it possible to retrieve the values for request folder from the workflow. User can provide the request folder name and workflow should provide the entry id. This is for the destination folders, User can provide the entry ID of the file which has to be shortcut to these destination folders.

For this scenario how can I modify the workflow?

In Assign Shortcut directories, I'm providing the folder names of the request folder, not the entry Id of the request folder, is it possible to retrieve multiple entry ID depending on the folder names provided?

Please and thank you.