Question

Identify if documents are missing from a folder

Workflow

Updated August 28, 2024

asked on August 20, 2024 • Show version history

I have a process where my customers send in documents quarterly. They are routed to a folder named after the customer.

Once we process the documents (outside of the LF universe), we manually move them to a subfolder within the customer's folder called "processed".

Nightly:

Workflow-1 looks in the customer's folder and if a document is present, changes metadata field: Quarter-1 to Process? = Yes
Workflow-2 looks in the subfolders and if a document is present, changes metadata field: Quarter-1 Processed? =Yes

Here is my issue, after we process the document and manually move the document to the processed subfolder, I want to change the field: Quarter-1 to Process? = NO

I plan to later combine workflows 1&2 but cautiously testing now.

Any suggestions?

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replied on August 20, 2024 • Show version history

You can create a workflow with a conditional starting rule that is configured with Event Type: Entry Moved and add a condition to check Entry : Parent Name or Entry : Parent ID equals the processed subfolder so the workflow will be triggered when a document is moved to the processed subfolder. Then you can use the activity Assign Field Values to change the field: Quarter-1 to Process? = NO.

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replied on August 28, 2024

Works Perfectly!! Thank you!!

Update: I discovered, in rare cases, a document may need to be moved from the subfolder, back to the parent folder because it was put there in error. However, the workflow still kicks off.

Any suggestions to prevent this?

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Identify if documents are missing from a folder

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