Question

Better way to Move Documents

Records Management Workflow Laserfiche Version 9

Updated May 16, 2014

asked on May 7, 2014

I have been working on creating a Workflow that will start each day, find any new documents in the users folders, move those documents to an "Incoming Record Series" folder and leave a shortcut where the doc was found. I have no experience and can't even figure out how to program WF to know where to leave the shortcuts, but ... while troubleshooting and searching the support site for examples, I found a Q&A titled "Creating Multiple Shortcuts" where an answer came up: "I'm wondering why do you need to find the documents and then loop through them? Why not just set the WF to start when a new doc is created in that folder and then act on the document directly".

Would his suggestion be better than having WF run once a day, find all new docs in the target folders, move them all leaving shortcuts behind, all in one WF session? Or would the end result look much the same anyways.

WF Search for New Docs, move, create shortcut.docx (235.56 KB)

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replied on May 7, 2014

I would think it would be easier and faster. Instead of having to wait until the next day, it would happen immediately after the document was created.

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replied on May 7, 2014

Any tips on how to configure the shortcut that is left behind? It's still coming up "No Entry Was Specified" and using %(Entry Path) to tell it to leave the short cut where the document was found is creating a WorkFlow freeze situation.

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replied on May 7, 2014

If you start the Workflow from a schedule, then there is no starting entry, so %(Entry Path) is blank.

If you are going ahead with the search, you'll want to run the search results through a For Each Entry activity and use the %(ForEachEntry_CurrentEntry_Path) token instead.

But like Blake said, it's easier and faster if you set up the workflow with a starting rule for entry creation and then just move the starting entry.

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replied on May 16, 2014

So, I got the WF to work, however, I created a Starting Rule (Entry Type equals Document) which caused it to act immediately upon any document being saved to the Repository. Somehow, another WF also ended up being effected by this, which created a continuous loop of that one regrabbing documents and creating new folders and folder paths over and over and over. I deleted everything I could (the starting rules, etc,) and it still kept going. Tried to delete the WF and couldn't as it was "still running" and termination didn't work either. Finally got IT to help and they got it stopped for me.

Back to the original WF. I'm back to thinking I'd like to keep the original idea of running it every morning when I come in (or maybe at night while people are gone). Less interference with what people are doing.

Is there a reason why the starting rule "Entry Type Equals Document" applied itself to more than just the WF I was working on?

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replied on May 12, 2014

Hi Connie,

It looks like you have a number of good responses to your question! If one of them answered it, please click the "This answered my question" button on the appropriate post.

If you still need assistance with this matter, just update this thread. Thanks!

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Better way to Move Documents

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