Auto Create And Name A Folder And Create Multiple Versions Of Saved Document

asked on October 19, 2024 • Show version history

Hello All,

Please I need help on this.

I have a Forms Business Process that allows me to schedule Weekly Events which is then submitted for review and approval. Each time the Schedule is reverted with feedback during review, and the Schedule is updated with the feedback, that particular update is saved to a folder as a Version using Save To Repository tool. Now I can have many of such reviews and updates which will create new versions based on each review. So 10 reviews for instance should give me 10 Versions. My challenge is how to make each version

1. Follow a series...like Version 1, Version 2 etc. Can a token automate this and how?

2. How to automatically create a folder for each week whenever the Schedule for a Particular week is being created. For instance, since the Schedule is based on Week of the year, the Folder will have a name like Week 38 2024. So a Folder is automatically created for each Week and versions of the document is saved to the folder of the current week with Save To Repository Tool.

3. After a schedule is approved and the form saved as completed task in Tasks, is there a way to recall that saved form and edit it?

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replied on January 10

1. You should be able to do it using version control, but they would all be a single entry with multiple version, not multiple entries with different names: https://answers.laserfiche.com/questions/185705/Version-control-with-Workflow-and-adding-pdf-to-a-word. It would be tough to create new versions with new names if they are all in different subfolders, but possible with metadata to identify the original and all new versions. You might add the Forms instance ID as a metadata field that can be used to find all versions of the form.

2. To calculate the week number, you can use the Token Calculator activity in your workflow, using a formula with WEEKNUM(%(YourDateVariable),). You can then use this token in a Move Entry activity, which can automatically create the folder if it doesn't already exist.

3. Are you trying to recall the form in Forms and begin editing it again? To my knowledge, there is no way to do that outside of starting a workflow to pull the values from the original Forms process and start a new process with those values. That would be editing a new form, not the original saved one.

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Auto Create And Name A Folder And Create Multiple Versions Of Saved Document

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