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I want to create the following smart fields demonstration for expenses but Workflow is limiting

Workflow Laserfiche Cloud Laserfiche AI
Updated April 28
posted on April 24

Smart Fields is revolutionary for archival but we could take it a step further and really wow people if we integrate it and eliminate the need for data entry into all systems.

I would like to demonstrate an example where I can take pictures of receipts on the go using the Laserfiche app and have an expense immediately generated in the books system (or after approval). (Quickbooks, Freshbooks, etc).

The only problem with this is that the Laserfiche app creates a "Native Document" and these documents are just impossible to access with workflow unlike Electronic Documents.

If it was a PDF document it would be no problem as you can use the Download Electronic Document activity.

However there is no Download Native Document activity and the Find Entry activity does not attach to the Rule's File Type token.

This means users can drop in PDF files of receipts scanned through an MFP but can not simply snap a picture with their phone on the go anywhere anytime due to this one missing activity.

If we could show off something that fully integrates into their business applications while leveraging the latest AI technology it would be huge. Sure I can push the metadata, but having a copy of the receipt in the booking system is crucial.

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replied on April 25

Be sure to include the scope in the Web Service Connection as well...

 

 

I was able to get a rough POC working, but I want to test it out a bit more before sharing.  But in a nutshell, it uses the API to export the "native" image as a PNG, creates a new entry and attaches that PNG as an edoc.  I need to flesh out the rest where it will then use that doc to upload to a 3rd party API.

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View 1 previous reply
replied on April 25

@████████, do you actually need the file converted to PDF to use in Workflow, or is the ability to fetch the base64/binary encoded image file you can then put into an outbound Web Request sufficient? If the latter, you can potentially skip the PDF conversion step.

The Repository API v2 ExportEntry call lets you export image page(s) directly as images. Perhaps you could:

  1. Use a Web Request to call ExportEntry with imageOptions format = MultiPageTIFF or PNG or JPEG as appropriate and get the download link in response
  2. Use second Web Request to GET the image file from the download link (which I think will be either base64 or binary encoded)
  3. Pass the encoded file into a third Web Request that sends it to the *books system (see Content Body Considerations for the right Content-Transfer-Encoding values) 
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replied on April 25

No need for the PDF format specifically. I just found that in Workflow the only activity that attaches an output document to a Web Request input is "Download Electronic Document" which will not work with native documents. A PDF is considered an Electronic Document while a native document is not.

I will try adding the scope in the request and attaching a Web Request output to a Web Request input on Monday.

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replied on April 28 • Show version history

Adding the scope in the web service did the trick, not sure why it is defined twice. Looks like it works though, it provides a link to the download and I can attach a web request rule Resulting File token to another web request rule.

Now I will play around with different formats to see what works best to create expenses in other systems.

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replied on April 28

Glad to hear that worked!

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replied on April 24

Just a thought, could you use the Cloud API's ExportEntry route to export the document as a PDF and then send that to the external API via Web Request Rule?

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replied on April 24

Never tried to have Cloud talk to itself through it's own API before.

Just tried it and got the following response trying to access a native document

There is no scope that the app does not have access to.

In case there is a concern about access rights, the API service principal user has full rights to the document.

 

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