Question

WF Email Activity Not Finding Electronic Documents

Workflow

Updated January 29, 2014

asked on January 24, 2014

Hello, I'm running a workflow that finds a folder which contains a Laserfiche document and a PDF that an earlier workflow edited. It then emails out the contents. However, only the LF document is making it through the email process. I've built a couple workflows to test it, simplified it completely, and it's still not grabbing that PDF. Does anyone know why this might be?

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replied on January 29, 2014

So I have absolutely no idea what was going on before...but simply upgrading to WF 9.1 solved it. I upgraded, then tested the workflow without any tweaks, and now it functions perfectly...thank you all for your help, though!

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replied on January 29, 2014 • Show version history

Just in case someone sees this answer when searching, I don't know if I've had this with emails specifically but I have had workflows that just do not complete all the activities they say they are doing.

In this case I have exported the workflow, then re-imported it/set the starting conditions to that new workflow and have it work fine with absolutely no changes. I'm suspecting in those cases that there was some corruption in the db. I think LF support had me do that the first time I ever ran into it.

Glad upgrading took care of it!

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replied on January 24, 2014

Have you made sure that in the properties for the attachment "Include Electronic file" is clicked?

Also, if the file is over 3 megs you may be running into a limitation with .net as referenced in this link: http://support.microsoft.com/kb/2183292

Finally, if it's a large file you could run into issues with the receiving mail server and it's size limits. So your mail server might take and attempt to send that email just fine but the delivery of that email is not done because of the size limit. You won't see any indication in Laserfiche if this is the case.

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replied on January 24, 2014

Thank you, Chris. Unfortunately, I've already made sure that those options are checked, and the PDF itself is small, only 1.74 MB. And when I attempt to grab it on its own, it still isn't captured. Also, I'm compressing the files to be sent...

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replied on January 24, 2014

This is actually how it's configured.

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replied on January 24, 2014

Have you tried doing this without it being a zip file?

Zip files have a habbit of getting eaten by many mail servers out there!

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replied on January 24, 2014

I haven't yet...however, the problem is that many documents are being sent at once. We did this workflow last fall, sans the fillable PDF portion, and zipping was the only way to send the files across because, unfortunately, they're a little large. I don't think not zipping will be an option, and it has worked for us many times before. Also, right now, the zip goes through, just without the electronic document.

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replied on January 24, 2014

Does the user specified in the workflow's connection profile have rights to see the PDF?

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replied on January 24, 2014

Hi Miruna,

The user in the Workflow's connection profile does, as it's the admin profile used for Workflow and Laserfiche Admin Console, all rights allowed. However, it's emailing copies out to external parties...not sure if that could factor in. The PDF itself doesn't have any access rights set at the moment, and WF could grab it just fine in order to fill out certain fields before sending.

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replied on January 24, 2014

Have you tried breaking it down? i.e. just sending one electronic document, no zip.

Then 1 electronic doc, zipped...

etc...

This sounds as if you might have to delve deeper and this info might be helpful to find out where it breaks. At least if you found out what worked or didn't it would rule out some things.

Easy way to do this is just to write a 2 line workflow that does a find by doc id for that electronic doc then send that an email outside your organization (such as gmail) that you can reach to test. Gmail let's you send rather large attachments these days so it hopefully would be able to handle the attachment.

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replied on January 24, 2014

My coworker ran into a similar issue.

By Chance, how long (in characters) is the full path of each of those documents? probably near 255? If it's over you might be experiencing the same issue my coworker had, but I am not 100% sure of his exact situation and if it is the same as yours.

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replied on January 27, 2014

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WF Email Activity Not Finding Electronic Documents

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