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Question

Need shortcut where document was dragged from.

Workflow Version 9
Updated September 25, 2014
asked on September 11, 2014

So, I need a WF to create a shortcut where the document was dragged from, however, if the starting rule activates the WF at the folder the document was dropped into, then WF cannot backtrack to where the document was dragged from. 

 

Is there a way around this?  (Thx, Connie)

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Answer

SELECTED ANSWER
replied on September 15, 2014

Okay, guys, I ended up talking to my VAR about this and he has recommended using a descriptive tag called "Archive" that would be the activation point for this, which solves the problem completely.  The staff would just have to apply the tag on the file right where it is, rather than drag it into an Archive folder where the WF would start.  Then the WF can easily create the shortcut and move the file.

 

Thanks for all the suggestions though, they all sound like things I can possibly use in the future with other processes!

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replied on September 15, 2014

You could also have the users use an icon you put on the toolbar that will initiate a BP that would tag and subsequently move to the "Archive" whatever was selected.

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replied on September 18, 2014

Have no experience with BP yet, but am getting more training on the 24th, but yes this is something I like.  Another idea from my VAR:  Have the staff apply a "Archive Document" tag and have a WF activate whenever that tag is applied.  I've been trying this tag idea but can't seem to get the WF to activate in test runs.  Starting Rules I've tried include:

WF keeps saying document not found.  ?

Suspect there are issues around the Starting Entry within the WF, as well.  It seems to be insisting on looking at the folder instead of in the folder for the document when the WF is activated.  ?

 

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replied on September 18, 2014

Sorry, clarification needed... the WF does activate, but doesn't complete the task.  Says "Entry Not Found".

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Replies

replied on September 11, 2014 • Show version history

You can have a hidden metadata field on the document that contains its current folder path. When the document gets dragged to a new folder, Workflow looks at that field, creates a shortcut to the document in the location contained in the field, then updates the field with the new current path.

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replied on September 11, 2014

Actually, I was toying with this idea before (for a different reason).  I already have the field built into my templates, but I couldn't figure out how to create the token and so put the project aside temporarily.  In this new scenario, I would want the original path again and I would want WF to take that path and put the shortcut there. 

 

Q1:  Using a "current folder path" token... would that token not update once the document was moved?

 

Q2:  Could you show me how to create a token for this field?  I know where to go to create a token in WF, but not in the Admin Console.

 

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replied on September 11, 2014 • Show version history

When you say creating the token in the Admin Console, do you mean for the default value of the field? You don't actually need to do that in this case. A second workflow can assign the value when the document arrives.

 

In Workflow, you can use the global %(Entry Path) token to grab the path of the document. It will be available inside many of the dialogs in Workflow Designer, including that of the Assign Values activity:

 

 

The value of the token will change as the document moves around the repository.

 

To have the field acquire the entry path token initially (when it is imported), you can have a second workflow that runs on document creation. So the entire operation would look something like this:

 

  1. Document arrives in the repository.
  2. Workflow #1 detects it, assigns it the field (let's call it "Origin") and then populates the value with %(Entry Path).
  3. Document moves to another folder.
  4. Workflow #2 detects that, looks at the Origin field and creates a shortcut to the document there. It then updates the value of the field with the current path.
  5. The next time the document moves, Workflow #2 detects it again and does the same thing.
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replied on September 12, 2014

Ege, problem is, I don't want that field to change every time a document is moved, or at least I don't want the shortcut each time.  The staff will all be new to LF and the new folder structure, so I expect they will be moving things around a lot the first year until they find what works best for them.  Creating shortcuts everytime it moves will not be what they want.

 

I would want the shortcut only when a doc is dropped into the archive folder, so I need a way for the WF to know its last location.  Maybe what I need to do is have a WF that the staff activate right where the document normally resides.  The WF could move the file to the archive folder and leave the shortcut.  Maybe that's the way to go. 

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replied on September 11, 2014

A «Moved» starting rule can specify the workflow run onto the entry's original folder:

 

 

...so you should be okay that way.

 

Louis-Simon

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View 1 previous reply
replied on September 12, 2014

Louis-Simon, I tried this and it moved the whole folder from where the original doc came from.  Not what I wanted, but... this got me half way there... the WF did recognize what folder the doc had come from.

 

The move activity is the second step of the WF, not the first.  The first step is the "create shortcut" activity.  The WF completed, and said it completed the first step, but there was no shortcut created anywhere.  

 

I feel like I'm almost there, but how do I make the WF know it's the shortcut activity that I want completed based on the "entry's original folder"?

 

I have the shortcut activity destination set to the entry path token, knowing its wrong but ... is there a way to get another token for this by going into the Token Dialog window?

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replied on September 12, 2014

Have you tried to retrieve tokens %(Entry Path) and %(Entry Name) within the workflow?

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replied on September 12, 2014

Retrieve, no.  I wonder if what I really need to do is get it to create a token for the "entry's original folder" path, then have WF use it for the path of the shortcut?  How would I do that?

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replied on September 25, 2014

Here's how we resolved this task.  I gave up the Archive folder idea and went to assigning a tag as a starting point; but in the end I used both ideas, since the Archive folder was still a good idea if the staff don't need a shortcut.  Here's the WF: 

And the starting rules:

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