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Question

I am linking document with a common field value via workflow, I don't seem to be able to work it out?

asked on June 5, 2014

Hello Everyone 

 

I am doing large volume of back filing.   Documents need to be attached to each other based on an specific value in one field in these documents.  I need to run the work flow within the repository and find the document with this common field value and attach them together.   I would appreciate any your help on this.      

 

Thanks 

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Replies

replied on June 5, 2014

Finally,  I figured it out.   I ended up with duplicate link and I used to Delete Link to remote the access links.  Thanks

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replied on June 6, 2014

Hello again

 

I have issue with removing extra link.   I though I had this solved but I haven't.   Now I can link the file to each other based on the common Field.  For 3 documents creates 4 connect that is 2 for each attachments.      I like to remove the extra link (or the one that is reverse connection).   With my delete function it was hit an miss.  Some files worked and some didn't.    

 

The question is can I remove the duplicate links?  and , how I do it. 

 

Thanks for you help

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replied on June 9, 2014

What does your workflow do?

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replied on June 9, 2014

Hi Miruna

 

My firs workflow basically does the following:

 

Start up rule is monitoring specific folder to start

 

1. it deletes any existing link

2. Retrieves the specific Field value (that will be used by conditional decision tree)

3. Than it searches the same folder (in start rule)

4. For each entry if the one specific Field Value is the same it creates Link.

 

Doing this duplicates the number of links (minus entry itself for example if we had 4 documents we would have 6 links on each document).

 

Next I want to delete the extra link in the document.    I think we need Group Link but but I don't see it to be an option in Workflow activities.  Below is diagram of my workflow.

 

Thanks

 

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replied on June 9, 2014

Can you post a screenshot with summaries on for each activity so we can see your search criteria and conditions?

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replied on June 9, 2014

Here they are:

 

 

 

 

 

 

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replied on June 9, 2014

I'm not quite sure where to start...

 

1. Your search is inefficient. Why are you searching for all documents rather than searching for the ones with the field value you just read from the starting entry?

 

2. What is the point of reading the field value on each found document and comparing it to itself (first condition in the left branch)?

 

3. You're not showing the summary for Create Entry (right-click on the activity and select Description Options\Show summaries by default), so I can't tell what you're linking.

 

4. What is the starting rule?

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replied on June 9, 2014

1. In this case all file that come into this folder have UNID field and I thought  all file will be parsed anyway. This folder is just a temp folder and its not a final destination.  All the entries in this folder have UNID.

 

2.  Basically, I am dragging multiple files at once into this folder, this was the only way I could at least get the files to link to each other.   Value  of UNID in starting entry needs to be the same as the UNID value of the documents it find. 

  Basically, I like to have all the files in the repository that share UNID Field to have a link and I am open for suggestion.  The ideal would be to run a workflow against whole repository and link the files. I tried but I had problem with starting the workflow. So, I am open for suggestions.

 

 

 

 

3.

 

4. starting rule

 

 

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replied on June 9, 2014

In additionthe condition is comparing UNID that is retrieved from the starting entry against UNID retrieved from the search activity out put.

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replied on June 10, 2014

I've rewritten your workflow so it only makes one link per document. The way your workflow was designed, you change the target of the link every time a new document is moved into the folder. And there are a lot of unnecessary calls to the Laserfiche Server as links are created and deleted repeatedly.

 

I've modified the workflow as follows:

 

  • If the document is the first one with a given field value, we'll tag it as "I'm the first".
  • If there is a document tagged "I'm the first" with the same value as the starting entry, then we'll link the starting entry to that document.
  • The starting rule stays as it is.

 

So rather than searching for all documents, we're now only searching for that first document and only making one link.

 

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replied on June 10, 2014

 

This way I am getting one to many connection.  This is not what we want.  We  already have this setup.    We need one to one connection.  For example if we had 4 file if I open any one of those file I should see link to each of other files. 

 

With your suggested design we have one document that has all connections and others files have only one connection to that single file.

 

I the process I had we get one to one connection but for each document I get additional link (reverse link).   I was hoping to get rid of that extra link.   For example 4 document should give 3 link but I am getting 6 (2 for each link)  links.

 

 

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replied on June 11, 2014 Show version history

Hello Miruna

 

How are we doing?    I am pressed for time on this issue, I was wondering if I can get your response on this.   

 

Thanks

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replied on June 12, 2014

Guy we need some support from Laserfiche !!!!,

 

 

The question is can we create Group Link or one to one connection Links between documents with unique Field Valu?    Thanks for Miruna for sending me the design, above, but it only connects one file to many attachment.   We already have this relationship in the documents, we need equal one to one relationship between files that have the same unique field value.

 

I ran my own workflow (which creates one to one link relationship but with duplicate links).  In addition, I ran it this morning around 12:00 am for 2500 files.  At 6:30 in the Morning we had around 631 file that had the links.   The process was very slow and CPU utilization was high.

 

We are open for implementation  via SDK or Workflow and need someone from Laserfiche to help. 

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replied on June 17, 2014

I think I have a solution. Consider the following workflow. It goes through all of the entries in the operating folder, finds entries with the "LINK" tag with a matching UNID, links them, and then gives the current entry the "LINK" tag.

 

 

It's the tagging that prevents duplicates, so make sure the 'Search Repository' activity is returning tagged entries with a matching UNID. Your advanced search syntax will look something like this:

{[]:[UNID]="%(UNID)"} & ({LF:Tags="LINK"}) & {LF:LOOKIN="Repository\path\to\files"}

A couple of notes:

  • This workflow is designed to be run on a folder of documents that needs to be sorted out. It's not made to link incoming documents--you'll need to make some modifications to make that work (though the design would be very similar).
  • When you run it, it'll probably tax your system. I can't think of a way around having to run a search for every entry in the operating folder, but I tried to minimize other expensive calls. 
  • This workflow does not take into consideration relationship direction. You didn't seem to care about it in your posts above, so I didn't worry about it either.
  • You're going to have to remove the "LINK" tag from all of your documents at the end, though you could tack that on to the end of the workflow pretty easily if that's a concern.
  • There may be a more efficient way to do this, but my way should work.
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replied on June 17, 2014

Thanks for getting back to me Zackary.  I was able to run your setup using the following search syntax adjustment:

 

{[]:[UNID]="%(RetrieveFieldValues_UNID)"} & ({LF:id > 0} - {LF:Tags="LINK"}) &{LF:LOOKIN="Rio\Transfer\FB_Conversion Workflow and QF Working Folder\WF Folders\01 Files will be processed for filing within Record series and Files with Errors will remain\Unprocessed from Forestry Appraisals and Environmental and Safety Management Systems folders"} 

 

The result was similar to Miruna's workflow.   The links were one to many relationship.  For total of 3 file we had one master file with 2 connections to other attachments.  And attachments had on link to master file. 

 

The way we needed was to create on to one relationship between all three file like Link group without duplicating each link.

 

If your were able to create one to one links between all files with the UNID, than I am missing something here, please send me summery of the activities.

 

On the other hand, I had one of our developer helping me out.  He was able to produce Link Group with the help of SDK.  I ran it on batch of 500 files it worked good.  

 

Thanks for getting back to me.

 

 

 

 

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