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Question

Question

How to handle potential timing issue with Quick Fields and WF

asked on October 27, 2014

I have a client using Separator Sheets to identify for Quick Fields Agent the need for all documents following the separator sheet to be inside the same folder. Within those documents, will be other unique separator sheets that will be used to identify the individual documents, of varying types. I have configured all this to work in Quick Fields, and it works nicely. 

 

My issue is with making sure that workflow, which needs to act on the folders after its finished being processed by QF by moving the folder, does not move the folder before it's ready. Does anyone know any ideas on how to do this? Some of those folder separators indicate certain subfolders to use for the last part of the folder structure, so this may cause the folders/documents not to all be stored in the repository in the order they were originally captured, but in the alphabetical order they now are in with the folder structure, or is that to change when moving to storing the documents immediately? 

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Answer

SELECTED ANSWER
replied on October 27, 2014

Figured it out, gonna do something like my above suggestion, but instead use the original document to initiate a workflow that will find all the newly processed folders and documents and initiate the necessary related folders at that point. Tag assigned to the original document makes the workflow start, should work just fine.

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Replies

replied on October 27, 2014

I was thinking that since things will be stored immediately, that upon the creation of a new folder, I can have workflow find the previously made folder and work from there, but then this would mean that the last document processed wouldn't have a workflow started for it to initiate. 

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replied on October 27, 2014

Does anyone have any recommendations?

 

The best way, though inefficient, that I can think of is to separate out the session into two. The first to handle separating the individual folders, and the second to handle the separation of the documents. Doing it this way, I can have the first session apply a tag and then have the second session remove the tag from the original source document. By doing this, I create a means by which to have workflow initiated when the processing is complete. I feel this is a poor solution though as it leaves room for error and potentially fail. It also makes the server take longer to process the entire document load, as well as makes it so we spread the resources of the QF server with more sessions running concurrently. Lastly, it is just creating another copy of the original scan, which we then need to do some processing to get rid of it, just so we have the workflows work properly. I would really like to avoid doing a configuration like this, can anyone please advise me with a better solution?

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