Question

Is there a simplified method of locating the submitted form and its attachments for use in a Workflow?

Forms Workflow Version 9

Updated December 27, 2013

asked on December 26, 2013

Prior to 9.1, to utilize a submitted Form document and any of its attachments in a Workflow, it was necessary to use a very specific Search Repository activity to "find" the documents submitted by a Form. You could then use those documents as needed throughout the Workflow.

Now that Workflow has access to dozens of other tokens from Forms, I am wondering if the entry IDs for submitted Forms and their attachments might not already be available, either through the starting tokens for the process or through the "Retrieve Laserfiche Forms Content" activities. I know you can get to the attachments using that activity and then using a Create Entry/Attach Electronic Document, but I'd rather use the documents already added to Laserfiche via the Forms "Save to Repository" action. I also see no way to get at the Form.

Are we still stuck with using Search Repository to locate the submitted form and any attachments that were saved to Laserfiche by the Forms designer?

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replied on December 26, 2013

It really depends on what you need your workflow to do with those documents. Like Matt said, you can just have the starting rule look for new documents. Or, if you want the attachments available in the same WF instance as the form document, then you could let WF download them and import them to LF. Or you could use a starting rule on the parent folder being created.

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replied on December 27, 2013

If you configure Save to Repository to create a unique folder for each instance, starting your workflow when this folder is created might be the most straightforward way for you to get the information you want. You'll be able to add all of the information you want to the form and its attachments using the Save to Repository service task, so there's probably not a need for you to use the Retrieve Laserfiche Forms Content activity in Workflow.

So, as Miruna said, it really depends on your workflow. If you can do it this way, this is probably the easiest and most straightforward way to get that information into Workflow from Forms.

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replied on December 26, 2013

Unfortunately, no, Workflow still does not have information on the document created by forms.

Another alternative, however, is to setup starting rules such that a workflow is automatically started when a new document is created by forms. You can then pull the instance and submission ID off that document and use it in "Retrieve Laserfiche Forms Content" to get the relevant Forms content.

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Is there a simplified method of locating the submitted form and its attachments for use in a Workflow?

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