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Question

One Notification After Done Processing?

Quick Fields Workflow Version 9
Updated November 4, 2014
asked on October 13, 2014 • Show version history

We have a Workflow that checks when a document has been created in a folder. We then process any documents within the folder using QuickFields. QuickFields puts the resulting documents in a different folder in Laserfiche. A second workflow checks that folder for any documents created and then sends out a notification.

One problem we have is that once the documents are done being processed, it sends out a notification for each resulting one. Is there any way to just send out a single notification? Below is a screenshot of the current Workflow.

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Answer

SELECTED ANSWER
replied on October 13, 2014

Why not use a scheduled Workflow that finds all the new documents and sends one email instead?

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Replies

replied on October 13, 2014 • Show version history

By any chance is this workflow conditionally started by the movement of the document to the "Processed with Quick Fields" directory?

 

If so i'd do what Miruna suggested.  I usually have a scheduled workflow that runs in the morning and checks folders for new/processed documents and then send out one email that way.

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replied on October 31, 2014

This post helps give me an idea of what to do, but I also need a reminder email to be sent as well. I WISH that this could be done on the folder level, because that tool is great, but my intent is to drop 20+ files at a time, so that would annoy the heck out of most people!

 

I have a workflow that drops shortcuts into manager folders for them to review and approve. I want to A) notify them when they have new documents - 1 email to let them know they have 20 documents, and B) 1 email about 2 weeks later to notify them that they still have some sitting there - because they really don't get around to them too fast.

 

I want one set of notifications to look each day, or be triggered when they have 1+ new document (ideally) and then another set of notifications to remind them in 2 weeks that the docs are still sitting there. So, I guess I have to design 2 separate notification emails. The problem is that I want one to say "You have new documents" and the other to say "Hey, you still have documents sitting there, get to it!"

 

I am coming up with all sorts of roundabout, complicated scenarios and would love if someone had a clear, concise idea on how I might accomplish this?

 

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replied on October 31, 2014

You can do this with business process notifications.

Convert your workflow to a business process. (If you don't need users to start it directly from the Client, you can leave that option off and still get the benefits of business processes even though it starts from a rule or schedule)

Wrap your Route to User in a Business Process step and set a due date for it to be complete. (this is used for notification and reporting purposes only, it won't impact how long the workflow waits for the user to complete the action).

Add the user as a participant in the business process step by defining roles.

When you define the role, you can specify which notifications the user will get.

(A task is considered at risk of being overdue, when less than 10% of the time from when the task started to the due date is left)

In the Workflow Administration Console, under Server Timers, turn on the Business Process Notification Timer.

 

At specified intervals, the users will be emailed a list of processes with pending/overdue tasks.

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replied on November 4, 2014

Thank you, Miruna! That was actually the first business process that I've ever created. It definitely needs a little tweaking to get what I want, but I should be able to make it work. It is sending notifications, so yay!

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