So I've found some posts on here that are close to what I'm looking to do here, but not close enought that it works in my scenario. So basically, there's an application process. With that process...there are 9 different documents that have to be recieved in order for the Application to be considered complete. I have a Field called "Doc Type" which contains a list of the 9 documents and is a mutli-field value. The documents are being scanned in and named the same name as those in the list. What I'd like to do is when say I-9 get's scanned in to that folder, the Field "Doc Type" on the folder template get's updated with I-9. This way, the user can look at the folder "In Process" and determine which documents are still missing. Once all the documents have been scanned, the "In Process" status would be changed to "Completed". I'm having a tough time figuring out how to get my folder template updated everytime a new document get's scanned into it.
Question
Question
Using workflow to update Folder template as documents are scanned in
Answer
It looks like you're retrieving the "Checklist" field from the document and assigning that field to the Folder. Shouldn't you be assigning the "Doc Type" field to the folder's checklist? What do you have the in the document's checklist field?
Also, did you check to see if there were any errors in your previously run workflows? Can you screenshot a document's metadata and a folder's metadata so I can get a better idea of how each field is set?
Replies
Hey Daryl,
When the document is imported into the application folder, the document has the Doc Type field that contains the text to signify what type of document it is and the folder has the Doc Type field that represents which documents already exist within the folder. So we'd like to add the value from the document's "Doc Type" field into the folder's "Doc Type" field.
It sounds like, in this case, the document will be easy for the workflow to recognize; most likely it will be the starting entry. The folder might be harder for Workflow to find, but it should be as easy as a "Find Entry" activity, then choose the "at" radio button, then choose the Global token of %(Entry Path). This will find the folder that houses the starting entry. In this case, it will find the application folder.
You'll need to retrieve the field values from the document then use an "Assign Field Values" activity. The Assign Field Values activity will need to be configured based on your case, but you'll need to make sure, at the very least, that you have the Doc Type field set to assign the value from the document to the folder. You'll also see that when you are assigning that value, you'll need to specify that you want to "Append Field Values" and not replace field values, to make sure you're not overwriting the pre-existing Doc Type values.
Hopefully this makes sense. Feel free to leave a reply if you have additional questions or would like some clarification!
Rob,
Big help with the suggestion. However, I can't seem to get the "Doc Type" to populate into the folder template (even though the rest of the data does). I've attached screenshots of my workflow...perhaps you can see what I might be doing wrong. Basically, what's I'm doing is once a document is scanned in through Quickfields, it will create a new folder (Foxhoven, Daryl - 12345). From there, I have a "Checklist" that will be copied into that folder as well. Then I simply want any new documents that are put into that folder to update the "Checklist" field that's assigned to the Folder. I can get the template and information to be assigned to the folder, except for the "Checklist" field...nothing happens.
What is the entry with ID 172? Is that the checklist? I'm having trouble following why you have a checklist document and a checklist metadata field.
Can you also attach the screenshot of the "Assign Field Values 2" --> "Checklist" field? I want to make sure that field is set to "Append" and not "Replace"
The last thing I'd suggest checking is the workflow's recent activity from the common searches pane. Open a workflow that did not successfully update the "Checklist" metadata field and see if there are any errors or warnings from the messages tab.
If you'd like to continue troubleshooting this workflow over Answers, I'm more than happy to continue offering assistance. If you're looking for a more efficient method of having a Presales Engineer take a look at the workflow, you might be better served in a CFW. Either way, it's totally up to you!
As always, if you need any clarification, don't hesitate to let me know and I'll expand on whatever you need.
Entry ID 172 is the checklist. The Checklist document is a PDF that the Supervisor must complete and sign upon review of the Application documents...the "Checklist Metadata Field" is simply a multi-value field that allows the Supervisor to see what documents have been scanned in and how which have not (as I'm going to create another workflow that will route the folder to the Supervisor so they can quickly see the metadata and what documents are still not received).
It looks like you're retrieving the "Checklist" field from the document and assigning that field to the Folder. Shouldn't you be assigning the "Doc Type" field to the folder's checklist? What do you have the in the document's checklist field?
Also, did you check to see if there were any errors in your previously run workflows? Can you screenshot a document's metadata and a folder's metadata so I can get a better idea of how each field is set?
Oh my...you're right...I will need to change that...I think that's what it was....sometimes it's nice to have a second set of eyes!!!
Definitely good to have another set of eyes! Test this out and let me know if you run into anything else!
Also, I wanted to leave a friendly reminder that if that was indeed the solution, make sure that you mark a response that "Answered your question" to make sure that anyone who sees this topic will know that it was resolved.
Here's a sample workflow that works in your general scenario where the documents scanned in are named as the document type and the parent folder's "Doc Type" field gets appended with the values as documents are scanned in. There's also a check to see that when the multivalue field has nine values, it will set the "Status" field to Complete. Note that there are probably more efficient ways of designing this workflow.
Thanks Alex...will look at that as maybe that will fix my issue I posted above (didn't see your post until after I posted my reply to Rob)