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Question

Question

Forms initiated workflow. More efficient to Retrieve Forms Content or to Retrieve Field Values?

asked on March 28, 2014

We have a forms process that ends up saving the final form, along with form fields data as metadata for the document, via a Save to Repository Service Task. It then runs a Laserfiche Workflow Service Task to kick off a workflow to perform some additional tasks.

 

Is it more efficient to have the workflow Retrieve Laserfiche Forms Content from forms or to Retrieve Field Values from the document metadata to retrieve the metadata for use in the workflow?

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APPROVED ANSWER
replied on March 31, 2014

The Save to Laserfiche task in Forms is asynchronous, so you would have to add a delay to your workflow to make sure it has all the documents. On the other hand, since this workflow would have to wait for the attachment documents too, you would need a delay anyway even if you start it from the entry creation event in LF.

 

If all the form data you need is in fields on the form document itself, then I would start the workflow from the document creation in LF, wait about 10 min and then read the fields and find the attachments. That way you would have the document already and you wouldn't incur the cost of connecting to Forms (it's not much, but if we're counting calls for efficiency, then it's worth considering).

 

I'd have Forms file the attachments into a subfolder of the folder where the form document is filed so I can use Find Entries by path to get them. OR ,if the form document and the attachment are saved in the same folder, then I'd have Forms give the form document a different template so the workflow only starts on that document. Then I'd use Find Entries by path on the %(Entry Path) token to get the attachments.

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Replies

replied on March 28, 2014

I think that would depend on what your workflow does and what information is needed from the form.

 

If the workflow acts on the entry created in LF, starting it from Forms means you add the extra call to Laserfiche to find that entry. Getting the form data from Forms or from fields is one call to Forms or LF, respectively.

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replied on March 28, 2014

OK. The workflow is definitely working on the entry created in Laserfiche.

 

Basically the workflow is combining the saved form with supporting files that are uploaded along with it, then filing the combined document where it needs to go.

 

Given that scenario, what would be the recommendation?

 

Also, what is the best way to find the entry in the repository after it is placed there by the Save to Repository task?

 

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replied on March 31, 2014

Thank you Miruna!

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