Question

Notify Workflow when Quick Fields Session Has Finished Storing Documents

Quick Fields Version 11 Workflow

Updated October 29, 2024

asked on October 21, 2024 • Show version history

I have a Quick Fields session that is separating a report from another application into individual reports. It extracts data from the pages, applies the metadata values, and then stores them all to Laserfiche. This will be run on a schedule using Quick Fields Agent.

I need a way, after all the documents are stored from a session to kick off a workflow. Is there a way to do that? I know you can kick off a workflow when each document is stored, but I need to wait until all of the documents of a session are stored.

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replied on October 28, 2024 • Show version history

Maybe this is a backwards solution, but you could have the QF session send you an email notification upon completion, then use the email archive to save that notification to the repository. That notification email save can be the trigger for your workflow. You can find this option in the QF Agent Admin Console under Settings > Email Notification and using the scheduling option "When session ends".

The only other potential solution I could think of was to have a scheduled workflow that checks your stored documents by most recent creation datetime until the most recent datetime is X minutes ago, which would likely mean the session is complete. Then it would have to set/unset a flag to tell the workflow to stop checking that batch of documents.

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replied on October 28, 2024

The first option is a little more than I would want to try, but the second option I think would be worth perusing for us. Thanks for the suggestions, Kevin.

I still hope Laserfiche looks into being able to initiate a workflow after a session is completed.

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replied on October 24, 2024

Hi,

I did not find configuration in the QF product to kick off a Workflow after all the documents are stored from a session.

This workaround may not be suitable for your usage scenario, but you could try. Configure session (specific folder or specific name) to distinguishes the documents stored in Laserfiche after each Quick Fields schedule. Then Configure the corresponding conditions and schedule for the Workflow. This way, each time store all documents by running on a schedule using Quick Fields Agent, the workflow schedule will execute the workflow for the stored documents.

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replied on October 24, 2024

Thank you for the reply. This is what I am currently doing. This can be a problem with the documents we are processing because the number of documents process each time could be different, so we are never sure how long it will take.

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replied on October 29, 2024

What would WF do with the notification? It wouldn't have any info on what entries were created.

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replied on October 29, 2024 • Show version history

Notify was probably the incorrect word. I would really like to invoke a specific workflow, but only after the entire QF session has completed.

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replied on October 29, 2024

Right, but what information would this workflow need? Quick Fields does not have info on entries created or their paths. Would this be a workflow that would start by searching the repository?

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Notify Workflow when Quick Fields Session Has Finished Storing Documents

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