Question

Creating workflow based upon newly created folders?

Workflow

Updated April 30, 2014

asked on April 29, 2014

So I'm having a tough time figuring out how to accomplish the following (having sort of writers block if you will). I have a scenario where customer is going to be scanning documents via Quickfields. The documents scanned will create a new folder (Last Name, First Name - Unique ID). There are a set number of documents that will be required to be scanned (they can be scanned at different times) that will then make the Application "complete". What I'm trying to do is once a document is scanned and the folder is created, I want Workflow to automatically make a copy of the Application Checklist (PDF) and place it in the newly created folder. So in short...what my mind is telling me is to have a workflow that basically says "When a new folder is created in this location, copy the Application Checklist and put it in that folder". Seems simple...but I'm struggling with coming up with how to get that to happen.

Any pointers would be greatly appreciated and hopefully will trigger something for me.

Thanks!

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Answer

SELECTED ANSWER

replied on April 29, 2014

Entry path alone will refer to the parent folder of the workflow's starting entry (in this case the folder that you want to move the PDF into). Therefore, you should use %(Entry Path)\%(Entry Name) in the move activity to copy the PDF into the folder that started the workflow.

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Replies

replied on April 29, 2014 • Show version history

I'd keep the PDF somewhere in Laserfiche that the users do not have access to. The first step I'd do is to do a Find Entry and put in the Doc ID of the PDF. Now that you have found the PDF copy the entry to the path of the starting entry. Since the folder creation itself is the starting entry that should work? Your starting rule would be anytime one of those folders get created.

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replied on April 29, 2014

That's what I thought...but I'm struggling with what activity to use to get the PDF to the folder path. I'm using the Move Entry activity and the Destination is set to "Entry Path" and it just places the PDF in the Root Folder, but not in the actual Folder that was created. See my workflow below.

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SELECTED ANSWER

replied on April 29, 2014

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replied on April 29, 2014 • Show version history

I don't believe you want to use the Output Entry in your copy. Try changing it to Starting Entry instead. That one is going to copy the PDF to the same path as the PDF since you have the Output Entry of the Find as the Entry to Move.

In other words, I believe you want to copy the PDF to the path of the folder that was created. The folder that was created is the starting entry and not the Find Entry activity.

Edit: You can throw a Track Tokens in there as well to see what the path is returning.

Yet another Edit: I totally misread that menu item. You are correct in what you had, ignore what I said above. Aaron has it and you can still use a Track Tokens to see what path it is returning.

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replied on April 29, 2014

One additional question to this. Now that I have figured out how to get the PDF file to be copied in the appropriate folder...is there an Activity I can use that will allow me to assign the Folder the Template Metadata that is assigned to the document that was scanned in from Quickfields? In other words, the folder will get created using tokens from Quickfields, but it will not have a Template Assigned to it. I would like to take the template the is assigned to the document and assign it to the folder...not sure which activity I use to do that as there will be many documents being scanned in so I don't want my workflow constantly running for "New Entry Create" starting Rule. Thanks!

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replied on April 29, 2014

Isn't the folder you are wanting to assign the metadata to also the starting entry for the whole workflow? If so you can just add an Assign Field values step and make sure it's doing it to the starting entry I believe.

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replied on April 30, 2014

If there are multiple documents in the folder, how do you pick the one you want to copy metadata from?

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Creating workflow based upon newly created folders?

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