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Question

How can I search documents within Starting Entry (stating Entry is Folder) in Workflow?

Workflow
Updated September 11, 2014
asked on September 11, 2014

Hello

 

The workflow needs to assign field value from Starting Entry to document within the same folder.   My search is taking to long as it has to parse against 30000 files.  In order to spread it up I need to search for the documents within the Starting Entry.

 

What are the best option to do this?  There must be a syntax that we can use.

 

I am using the following advanced search sytnax:

{[]:[Employment Status]="*"} & {LF:Name="*", Type="DB"} & ({LF:LOOKIN="Rio\00 Records\Human Resources\2610 Employees - Current\0 Employee Folders"} | {LF:LOOKIN="Rio\00 Records\Human Resources\2620 Employees - Contract\0 Employee Folders"} | {LF:LOOKIN="Rio\00 Records\Human Resources\2630 Employees - Terminated\0 Employee Folders"})

 

Thanks

 

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Answer

SELECTED ANSWER
replied on September 11, 2014 • Show version history

what you will want then is to use that find entries activity and have it return folders, but use "For each Entry" on the results, followed by a "For Each Entry" based on the results of a "Find Entries" using the current Entry ID. This will get you to the point where you can assign the metadata fields you need to the files you are wanting.

 

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Replies

replied on September 11, 2014 • Show version history

use a Find Entries activity. You can set the activity to find entries within that folder that you tell it the ID of, or to find entries in the same folder as the entry you give it the ID of.

 

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replied on September 11, 2014

Hello Kenneth and thanks for reply...

 

I don't seem to be able to find any entry.  It seems to me that Find Entries is only returning value that are within Starting Entry parent folder or Entry itself.  I need to find Document that are in another sub folder that is in Starting Entry.

 

I tried many different configuration combinations but I am only finding immediate children not the files within the Sub folders.   Let me know if I am doing anything wrong.  Note that Search Repository activity is disabled.

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replied on September 11, 2014

set it using the full path of the entry id plus the name of the subfolder with a "\" between the two values for the find entries. If that is not what you are wanting, please elaborate more with some examples. I do not get why you are saying it is based off the starting entry if the starting entry is not the basis of the documents you want.

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replied on September 11, 2014

The folder paths are :

 

HR\Current employees\Employee Name\5 different Sub folders

HR\Contract employees\Employee Name\5 different Sub folders

HR\Terminated employees\Employee Name\5 different Sub folders

 

If a field in Employee Name folder changes   (Current, Contract, Terminated) the workflow first will change the values for the field (employment status) in the documents that are in   5 different Sub Folders

 

Than it will move the Employee Name folder to one of three paths above according to selection.

 

The Starting entry is Employee Name folder and file are sitting in "5 Different Sub folders" folders.  

 

I hope this make sense

 

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SELECTED ANSWER
replied on September 11, 2014 • Show version history

what you will want then is to use that find entries activity and have it return folders, but use "For each Entry" on the results, followed by a "For Each Entry" based on the results of a "Find Entries" using the current Entry ID. This will get you to the point where you can assign the metadata fields you need to the files you are wanting.

 

2 0
replied on September 11, 2014

It was right to the point, great job.  Its working... I really appreciate the help..

 

Cheers
 

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