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Question

One case number - multiple documents

Workflow Version 9 Search and Retrieval
Updated August 27, 2014
asked on August 22, 2014

I think I have the basic workflow set up correctly:-)  I need to finish it off!  I'm trying to automate closing for a dept by searching a specific folder and looking for the document with the latest date.  I'm going to use the calculator on the "front end" (when the document is verified) to add this information.  This workflow will check those dates against today's date to see if enough time has past.

 

Please let me know if you need additional info - wf attached!

 

Toyia

CHIPS Help Question - WF.docx (30.85 KB)
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SELECTED ANSWER
replied on August 27, 2014

If you no longer need to compare the cases inside the workflow, then you can put your closing steps inside your For Each Entry activity and not need to save the values.

 

I've attached a bare-bones sample that you could use if you were just comparing the close date to the current date. If you wanted to only close one case per instance, then end the workflow after invoking your case closing one.

SampleCloseWorkflow.png
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replied on August 22, 2014

As you currently have your WF set up, you won't be storing any of the Field Values from the entries, as they will be overwritten when For Each Entry runs again. You'll need to create a token and then modify it inside the For Each Entry activity. You could create multi-value tokens to get all of the dates and IDs in order. 

 

Harder to just get the oldest date however. I'll work on it and get back to you.

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replied on August 24, 2014 • Show version history

Thanks for helping😊 i'm not locked into anything - just so you know!  I was able to configure a temp retention date when the doc is verified,  BUT i bet i want to do it something like this...😊

 

I have a condition in the document verification workflow that if it equals this particular doc type, then the case should close and it grabs a couple of values and launches that workflow - that works slick😊😊 (this info is not included in the diagram as it was separate and working).

 

This "temp date" should write to the case not the individual document based on being in the 02. Orders folder. If  document is in that folder, write the date to the template (i can put in a condition there to check if the new date is greater than the existing one)so i always have the most current date. Then this workflow is checking one date, not multiple and can close the case if ready. 

 

Now how does that sound??😊

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replied on August 25, 2014

That sounds like a great fix, glad you got it working!

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replied on August 27, 2014

I got everything switched over:-)  That part is working.  You mentioned in the first post that I wouldn't be capturing anything in field values due the first part of set-up and you're absolutely right!!  I am finding the right values when I search the repository (currently 6 cases), but I need to have WF remember each of those Case Numbers and Close Dates for the next steps.  I like this new "token" option, but haven't used it much.  Any tips or other suggestion on  how to make this work?

 

I believe the easiest way to run this one is via timer "and" a search of the repository.  I'm looking for any case that is ready to close and need to get the case information.

 

Thank you so much!

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SELECTED ANSWER
replied on August 27, 2014

If you no longer need to compare the cases inside the workflow, then you can put your closing steps inside your For Each Entry activity and not need to save the values.

 

I've attached a bare-bones sample that you could use if you were just comparing the close date to the current date. If you wanted to only close one case per instance, then end the workflow after invoking your case closing one.

SampleCloseWorkflow.png
SampleCloseWorkflow.png (17.05 KB)
Download
1 0
replied on August 27, 2014

SUCCESS angelwinksmiley

 

Thank you so much!!

 

Toyia

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