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Question

How do I add totals on a group of entries in a folder in Workflow?

asked on February 11, 2014

For our Accounts payable process we have a folder that contains invoices / PO's.  Within each entry is a multi-value field for the Invoice totals, as there can be multiple invoices on a PO. I'm trying to get workflow to grab all of the invoice totals on each entry in that folder and add them together to give me a grand total of all the invoices.  I'm pretty new to workflow and can't seem to put my finger on the exact process.  Thanks in advance!

 

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Answer

SELECTED ANSWER
replied on February 11, 2014

 

After you set this up, you would need to decide how you want to use that token. Maybe with that token being the value of a field of metadata on the folder you start the process on, or just track tokens. Whatever works for you.

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Replies

replied on February 11, 2014

You could use a Search repository or Find Entries activity to get the invoices. Then you can loop through them with a For Each Entry activity, get the multi-value field and use token functions to sum the values. You could then use Assign Tokens to create a new multi-value token and append this total to it. After you've gone through all the documents, you would have a multi-value token of totals for all invoices. You could then sum these values for the overall total.

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replied on February 11, 2014 Show version history

Thanks for all the help.  I'm just adding an email step at the end to tell the user what the total of that "batch" is. It all worked out great!

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replied on February 11, 2014

Sounds like something you might want to make into a business process so that a user can start it on any particular folder you allow it to. Assuming there is more than just one folder this will be happening on.

 

 

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replied on February 11, 2014

Correct! I should have mentioned that I was going to make it a BP from the beginning!  My workflow looks a little different but It works so I'm happy.  Thanks again!

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