Question

Write a workflow to create a folder for each value in a multi-value field

Workflow Forms

Updated August 13, 2014

asked on August 11, 2014

I have a form creating a folder with a couple of documents and the folder has a multi-value name field. What I'd like to do is to copy the folder with its contents for each of the values and name the folder the value.

I have a folder name Sam Smith that contains 2 documents. The Sam Smith folder has a field called co-defendants. That field contains Lisa Brown and Joe Black. So I'd like to end up with 3 folders; Sam Smith, Lisa Brown and Joe Black all containing the 2 documents.

I have a workflow that will copy the original folder 2 times using a for each but I can't figure out how to rename the folders. Any ideas?
Thanks

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Answer

SELECTED ANSWER

replied on August 11, 2014 • Show version history

It's because you're using the %(retrieveFieldValues_Co-defendants_All) token to set the path. If you use the Current Value token from For Each Value, you won't need to rename the folder, it will be created with the correct name.

Edit: Since there are more docs to copy, you'll have to loop over both the entries and the field values.

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Replies

replied on August 11, 2014

Can you post a screenshot of your workflow so far? Workflow has a Rename Entry activity that should do what you want.

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replied on August 11, 2014

i do not think copying the original folder is what you wanna do. Yes, you want a copy, but you really would want a shortcut, this way you have only 1 version of the documents, and then any changes will be reflected to people no matter how they get to the documents.

Retrieve the field value

Use a "For Each Value" based on the field value.

Move Entry, set as a shortcut, based off the information from the current value to determine the folder path to set the shortcut at.
rename activity for the output of the move entry

You may want to move the original folder to a non-person folder, or use a conditional decision activity to determine if this is the first time it is iterating through the values and move the folder there, and refresh the starting entry token so you do not run into any problems the next time it goes to a value.

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replied on August 11, 2014

In this case I really do want to duplicate the two documents in the folders. I can get it to create the folders I just can figure out how to make it curse through the multi-value field name.

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SELECTED ANSWER

replied on August 11, 2014 • Show version history

Edit: Since there are more docs to copy, you'll have to loop over both the entries and the field values.

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replied on August 11, 2014

The current value thing is what I was missing! Thanks Miruna I knew there had to be a way!

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replied on August 13, 2014

I have a form with a table

For each person I want to end up with a folder in Laserfiche named by Last Name, First Name and template fields associated that include the birth date, arrest date, nysid number and charges for that person named on the folder.

The submitted form is creating a folder that has multi-value fields for each column in the table. Right now I have a workflow creating the individual folders and copying the documents from the original folder but each folder has all three defendants in multi-value fields.

Using the workflow below I can get a single defendant on the corresponding folder but I can't figure out how to get the rest of the data from the table.

I also thought about retrieving the form data directly but that isn't working any better. Any ideas?

Thanks!!

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replied on August 11, 2014

can you show us what you are setting the properties of the "rename Entry" to?

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Write a workflow to create a folder for each value in a multi-value field

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