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Find Entries to email in Workflow based off Checkboxes in Laserfiche Form

Workflow

Updated two days ago

asked two days ago

I have a pretty simple request form in Forms that includes a checkbox list for users to select which reports they would like to send in an automated email. I'm having difficulties figuring out the workflow piece to find the entry ID's I've associated as Checkbox values (only for those checked) to be able to attach to an email. Not sure why the "V_" is getting added before the document ID...Any help would be much appreciated.

Based on a similar process for single documents, I thought the workflow should be something along these lines:

Retrieve business variables --> Assign Token Values --> For each value, Find Entry, Download --> Email

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replied two days ago

Casey, The trick here if the associated document to be emailed is static, it might be to use a conditional sequence to search for the entry/document represented by each check box and then list all the possible entities as attachments (properly formatted as PDF if applicable). You will get error messages for all attachments not found, but that is information only and will not cause the email task to fail.

If they are not static and are generated on a scheduled basis or for each individual submitting, you could do a lookup on an external table containing the ID of the current version within the repository or in the case of entries with associated metadata, you could use a search repository task with the composite type as part of the query. and return that entity for attachment within the email.

I would be happy to provide screenshots or chat if this needs further explanation.

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replied two days ago

The "V_" is being added because all values must start with a letter. Otherwise, one will be added automatically. This warning is presented in the Classic Designer but not in the Modern Designer despite still being applicable.

I assume the EntryIDs are static for each checkbox since you are attempting to hardcode them into the Form. Based on your description of your workflow (Retrieve business variables --> Assign Token Values --> For each value, Find Entry, Download --> Email) you should be able to use RegEx to strip off the "V_" in the Find Entry activity and your workflow should perform as expected.

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Find Entries to email in Workflow based off Checkboxes in Laserfiche Form

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