Question

Starting Rule for Workflow

Workflow

Updated September 2, 2014

asked on August 28, 2014

I have a scenario where I have a workflow that I'm going to need to run when a new folder get's created so that the folder will inherit the template info from the document that created it. So that could be from a 1 document scanned from Quickfields or even more. However, from a efficiency standpoint, I don't want the workflow to run anymore for that folder even though there may be more documents being scanned into it. My starting rule is:

Starting Event: Entry Created
Run workflow on the entry that was created

If all of these conditions are true
Entry : Type equals Document
Entry : Path starts with \Applications In Process
User does not equal workflow
Folder : Document Count is less than or equal to 1

The issue I'm having is that because of the Document Count...if someone were to scan in 2 or more documents right away, then the Workflow won't run. On the other hand...if I take that out, my workflow is going to run constantly everytime a new document is scanned in (which isn't necessary once it's been assigned the template info).

I'm sure it's an easy fix and I'm just missing it, but is there a way to create the starting rule that say "Run IF, but Don't Run IF?

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Answer

SELECTED ANSWER

replied on August 28, 2014

Hey Daryl,

You might want to run the workflow on the folder creation rather than the document creation. In other words replace the "Entry:Type equals Document" with "Entry:Type equals Folder". I would also remove the Document Count starting condition for now.

Then have your first activity of the workflow be a "Wait for Entry Change" and wait for the folder's document count to be greater than 0. This will safeguard us from the folder being created and workflow kicking off before the documents are created within that new folder.

Let me know if you have any questions!

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replied on August 28, 2014

Why Not just have this workflow be initiated by another workflow that runs and searches every 5 minutes for all new folders since 5 minutes beforehand and initiate this workflow for all those folders? This way it will only start for each folder once.

Then modify this workflow to find an entry inside the folder and use that for the metadata/set that to the starting entry for that wf so you do not need to modify as many things in the current workflow

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replied on September 2, 2014

Hi Daryl,

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

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

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Starting Rule for Workflow

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