Question

Compress the size of attached pdf files before sending via email?

Forms Workflow

Updated September 12, 2024

asked on September 7, 2024

I have a process that, as it moves through different departments, each department uploads some PDF files so that at the end of the process before finishing, all the PDF documents that each department uploaded in the form are sent via email to the client. Sometimes many of these PDF files exceed 20 MB in size, and usually the email sent to the client can contain 6 to 12 attached files, which would drastically increase the size of the email.

Is there any way to compress these files before sending them to the client?

Thank you in advance for your attention.

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Replies

replied on September 9, 2024

Hi Luis,

Please try these steps:

Attach received files from forms on LF entry by "Attach Electronic Document" activity. Online help: Attach Electronic Document (laserfiche.com)
Use "Email" activity to send these entries. Online help: Email (laserfiche.com)
1. Select "Attachment type" as "Entry"
2. Select "Attach a copy of the document", and check "Include electronic file"
3. On "Advanced Email Settings", check "Combine all entry attachments into one attached zip file"

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replied on September 9, 2024

Thank you very much for answering and giving me that guide. I am not in the office now. Tomorrow morning I will put it into practice and let you know how it went.

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replied on September 10, 2024

Hi, please excuse my lack of knowledge in this regard, I have tried to implement this in different ways and I can't find the right way to apply the tools.
Is there any chance that you or someone can show me visually the entire workflow process for this case, so I can get a better idea of how to configure it on my side?

Thank you

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replied on September 10, 2024

Hi Luis,

Are you using workflow on Laserfiche Cloud, or using on-prem workflow? The method above was based on on-prem workflow.

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replied on September 11, 2024

Hi Zihang Xu,

I'm using Laserfiche on-prem workflow. My problem is that I don't understand how to get to the part you explained above, what other workflow tools I have to use beforehand and how to configure them so that Attach Electronic Document can obtain the information before sending it via email. Any help you can give me to better understand the entire workflow would be very useful to me, I am very grateful in advance for your support.

Thanks You

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replied on September 12, 2024

Hi Luis,

Are you using Forms "Email Service Task" to send a e-mail? The method provided above is to use Workflow "Email" activity to send a e-mail.

As a result, we need to know how to use Workflow together with Forms. Online help: Using Laserfiche Forms with Workflow

Configuration for Form to work together with Workflow: follow online help
1. Online help: Configuring Laserfiche Forms to Communicate with Workflow
2. Online help: Configuring Workflow to Communicate with Laserfiche Forms
Pass data from Forms to Workflow:
1. In form process: add a "Workflow Service Task", in order to run a workflow within form process
  1. Online help: Service Tasks (laserfiche.com)
2. In corresponding workflow: add a "Retrieve Business Process" activity
  1. Online help: Retrieve Business Process Variables (laserfiche.com)
Process data within Workflow: the overview of entire workflow is as below.

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Compress the size of attached pdf files before sending via email?

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