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Question

quickfields - workflow - merging

Workflow Quick Fields
Updated August 18, 2014
asked on July 31, 2014

I have a scenario where I want to possibly use Workflow to 'create a new entry' by copying a document.  Then take that newly created dpcument and do an excel spreadsheet lookup to apply a stamp with the line field items on the document.  Part 1 done.

 

Then have QF do a zonal OCR to rename the document once it is scanned back in.

 

Scenario:  Each morning a spreadsheet is created for everyone who will be in all court.  We need to take that spreadsheet and create a document for each of those persons with their name, case number and court type printed on the document.  The officers will print them out so they can give to inmates to manually finish filling in the information.  Once returned to officer they will scan them in batch mode back into LF.  I then want to use QF zonal OCR to capture the information that was originally printed on the document to name it and forward it to the correct courts.

 

So my question is.... am I headed down the right road using the tools that I currently have?

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Answer

SELECTED ANSWER
replied on August 13, 2014

You don't need Laserfiche Forms to work with PDF forms.

 

Is the PDF you're copying over a PDF form or a flat PDF? In other words, if you open it in Adobe Reader, do you see any field you can type into?

 

 

Is the Fill PDF activity set to merge the field content into the image? If you do start out with a PDF form, that might explain why you end up with a plain PDF. Try unchecking that option and re-running the workflow.

 

I would've expected Rename to work regardless of the PDF being filled or not as long as the workflow didn't terminate. Did you check the instance details? Are there any messages? Is the workflow status set as "complete" or "terminated"?

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Replies

replied on August 1, 2014

Hey Bonnie,

 

This sounds like a great way to combine automated document generation and capture, while still allowing users to manually fill out information. Instead of applying the information with a stamp, I would recommend using either a text box, or a fillable PDF. You cannot use tokens within a stamp applied by Workflow, so if you would like to map the information from the Excel spreadsheet, go with a text box. Another option would be to use a fillable PDF. Assuming you had or could create a copy of the blank document as a fillable PDF, Workflow could plug information from that spreadsheet directly into the PDF. Other than that, from the information you have given it sounds like a great use case for Quick Fields and Workflow!

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replied on August 4, 2014

Hi Bonnie,

 

If your question has been answered, please let us know by clicking the "This answered my question" button on the response.

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

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replied on August 13, 2014

I have successfully done the following with the workflow

1.  Find entry (the original PDF) with template assigned

2.  Query data

3.  For Each Row

          Move Entry to new folder (%date)

          Migrate the Entry to new volume (output entry)

 

This is the part that is failing

          Fill Out PDF Form (move selected the same as the 'find entry' above) Note that we do not

                           have Forms on our server.

          txtName = Value %(For Each Row_InmateName)

          txtCourt = Value %(ForEachRow_CourtLocation)

4.  Rename entry

         (output entry with the value in the InmateName)

 

It creates a PDF for each of the queries, however it is not populating the PDF form fields AND it is not renaming correctly (understood since it is not populating the fields then how can it know what to name it) When I look at the PDF's it did create.... there are no fields on it - just a plain pdf.

 

What am I missing?

 

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SELECTED ANSWER
replied on August 13, 2014

You don't need Laserfiche Forms to work with PDF forms.

 

Is the PDF you're copying over a PDF form or a flat PDF? In other words, if you open it in Adobe Reader, do you see any field you can type into?

 

 

Is the Fill PDF activity set to merge the field content into the image? If you do start out with a PDF form, that might explain why you end up with a plain PDF. Try unchecking that option and re-running the workflow.

 

I would've expected Rename to work regardless of the PDF being filled or not as long as the workflow didn't terminate. Did you check the instance details? Are there any messages? Is the workflow status set as "complete" or "terminated"?

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replied on August 14, 2014

The PDF is a PDF form.  When I click the highlight fields the two fields are displayed.

 

The ' Merge the field content into the image ' was set.  I unchecked it and reran the workflow.  Again no values were saved into the PDF nor was the rename working.

 

When I looked at the activities it looks as if it is going through the db 2 times.

 

When I looked at the messages I get ' the specified new name could not be used because it was blank'.  However when I look at the spreadsheet it shows 15 records.  There should be 15 PDF's but I have 30 PDF's.

 

I attached screen prints of the workflow, messages and activities.

 

CorrectionsCourt Workflow Screenprints.doc (1.43 MB)
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replied on August 14, 2014

I redid the 'query' and now I get the workflow to create the document for each database entry.  however, the name and agency fields are the same on every PDF form.  The command For Each Row seems not to be working when it goes to fill out the PDF.  It works when I tell it to rename the document with the row values though.  So why wouldn't it update the field values on the PDF?

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replied on August 18, 2014

I have been able to successfully solve this issue.  Thanks to everyone for all their support.

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