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Question

omit workflow changes from entry changed starting rule

Workflow
Updated June 17, 2014
asked on June 17, 2014

I have a workflow that is triggered when a document is changed, to re-file the document according to the changes ("Change Workflow"). However, I have a workflow running on the initial import of the document that re-assigns metadata so that it is formatted correctly. The problem is that the workflow makes a change to the initial document and then triggers the Change Workflow. I do not need the Change Workflow to run unless it is a manual change by a user, so I want to omit workflow changes from the Change Workflow.

 

I tried to do this with User <> Workflow but this does not do it. Any suggestions? I know this should be easy, but I can't seem to figure it out. Thanks!

 

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Answer

SELECTED ANSWER
replied on June 17, 2014

Hi Danielle, 

 

To avoid issues like this, we recommend creating a Laserfiche account to use in your Workflow connection profiles. For example, you could have a connection profile account named "workflow" or "workflow user." If you're concerned about the rights for a given user when creating workflows, you could make multiple workflow user accounts, such as "workflow user 1" and "workflow user 2." Then your starting rules can ignore actions taken by a user whose name contains "workflow." 

 

If you give these workflow accounts full rights and and privileges in the Administration Console you will not need to allocate licenses to the accounts; we don't want to require you to use up user licences for your Laserfiche applications, such as Workflow. You'll then be able to give them different access within the system (if desired) using different entry access rights.

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Replies

replied on June 17, 2014

When you tried, User <> Workflow, did you use the actual user specified in the workflow's connection profile?

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replied on June 17, 2014

No, because that would be me. Then how would I test my workflow if I tried to make changes to see if it would work and it omits changes made by me? There is another employee that has created workflows as well and I can omit him and it does the trick, but then when I have an issue and ask him to test it out, he's not seeing the same thing because I have omitted his changes from triggering a workflow.

 

Isn't there something that can just omit any changes that were made by a workflow without specifying the user? Or would best practices be to create a profile for Workflow as opposed to a specific user?

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SELECTED ANSWER
replied on June 17, 2014

Hi Danielle, 

 

To avoid issues like this, we recommend creating a Laserfiche account to use in your Workflow connection profiles. For example, you could have a connection profile account named "workflow" or "workflow user." If you're concerned about the rights for a given user when creating workflows, you could make multiple workflow user accounts, such as "workflow user 1" and "workflow user 2." Then your starting rules can ignore actions taken by a user whose name contains "workflow." 

 

If you give these workflow accounts full rights and and privileges in the Administration Console you will not need to allocate licenses to the accounts; we don't want to require you to use up user licences for your Laserfiche applications, such as Workflow. You'll then be able to give them different access within the system (if desired) using different entry access rights.

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replied on June 17, 2014

Thank you. I actually tried to set that up after I posted that and it seemed to work. Our admin (the other guy) is out today so hopefully this is ok, but I can't imagine why it wouldn't be, or why it was not set up in the first place. Thanks for the official recommendation on this.

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