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Question

Question

How to detect when a specific metadata field has changed?

asked on April 16, 2014 Show version history

I need to be able to determine when a specific template field has changed, not when any field has changed.

 

Here is our scenario in case there is some other way to accomplish this:

 

We have a team of analysts who have documents assigned to them to work on. One of the template fields we already have is "Assigned Analyst" and it's a drop down list of all of the analysts. I have an initial workflow rule that notifies the analyst when they are initially assigned a document to work on and places a shortcut to that document into their individual "working" folder.

 

Occasionally, there may be a need to change the assigned analyst for various reasons. I would like to have a workflow rule that detects when a change has been made to the "Assigned Analyst" field and then notify the new person as well as move the shortcut to their individual working folder.

 

It doesn't look like Workflow 9.1 has the ability to monitor a specific field so I am looking for ideas on how to accomplish this.

 

And, is this something we can expect to see in the next version of Workflow? Seems it could come in real handy in some situations.

 

As always, thanks in advance. I get some great solutions here! smiley

-Eric

 

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Replies

replied on April 16, 2014

How about a second Analyst field that is hidden from most of the users? The initial workflow could take the value from the visible field and put it into the hidden field. Then you'd have a second workflow that was looking for change events on those documents. It could examine the document to see if the two Analyst fields matched. If not, it's a safe bet that somebody changed the Analyst field. You could then send your notification and set the hidden field to be the same as the visible one.

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replied on September 17, 2015

I have something similar running in our environment but it's dealing with City Contracts. We have 2 folders for contracts "Active" or "Inactive". In our template we have a field labeled "Contract Status" you can switch the contracts status to either option and it will trigger the workflow to run and move the contracts to a new folder location. My starting rule is monitoring the folder for any changes that are connected to Contract status field.

 

Routing Decision in my Workflow:

Contract is Active

 

Contract is Inactive

 

 

 

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