Question

Can Quick Fields store documents based on lookup

Quick Fields Version 8

Updated October 3, 2014

asked on October 2, 2014

I have personnel documents that are stored in different folders depending on whether an employee is "active" or "inactive". One of the template fields holds an "Employee Status" value for this.

But the employee status can change. I can retrieve the current value from a database using a lookup. And, I can update the document metadata value accordingly. What I cannot figure out how to do is, I want to update each document only if the value returned by the lookup is different than the value already contained in the document metadata.

I was looking for an "identification condition" that could reference a lookup token, but couldn't find such, even though I can add a lookup token to the "Identification" section of the document classification stage.

What am I missing? (and don't say "my brain".)

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replied on October 3, 2014

Well, you should be able to create a token to use, and default it to the current value (or blank assuming we are just relying on whatever information is in the DB) and then after your lookup, you either stored the value to the token and use that where you need it, or you compare the value with the current value of the token and change the token if it's different, then use it where you need.

That should allow you to make use of it anywhere you want

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replied on October 3, 2014

You'd really want a lookup-based query in Capture Engine, not Quick Fields itself. And that's not available at this time.

You could do a lookup identification based on whether the field value on the doc finds a hit in the external table or not. But then you'd have to delete the documents from the document class that catches the ones where the value hasn't changed and only send the ones from the other document class. Additionally, this would be inefficient since you would always be exporting all the documents out of LF and into Quick Fields only to send back none or very few.

Is there a way to get a list of the changes from the other database rather than having to check all employees folders?

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replied on October 3, 2014

Why not just have Quick Fields initiate a workflow that checks these documents after storing to make these changes quickly and not affect processing by Quick Fields at all?

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replied on October 3, 2014

Yes, if Workflow is an option, then this should all be done in Workflow as a scheduled task, no need for Quick Fields at all.

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Can Quick Fields store documents based on lookup

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