Question

create field for exiting tempalate on fly using workflow

Workflow Laserfiche

Updated November 19, 2014

asked on November 11, 2014

I am building workflow of approval or review process on document, this document can be reviewed by one or more users depends on manager selection for "Engineers" list, this list might contain 1 or more

i want to create fields based on selected engineer from list, if manager select two engineers, workflow has to assign or create field on same template for example engineer 1 comment, and engineer 2 comment fields

how can i achive the above

thanks

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Answer

SELECTED ANSWER

replied on November 11, 2014

You can't change templates on the fly per document, templates are global.

3 fields required:

"Comments" (multivalue)

"Add Comment"

"Engineers Assigned" (multivalue)

However if I was approached with this scenario I'd make the comment multi-value field read only. When they add a new comment you can use initiator to determine who added the note and then put that note in the comments multi-value field with "(%initiator) - (%note)" so that it is prefaced with it. Then you blank out the add comment field.

The engineer multivalue field has the names of the engineers in it. When someone edits the document, have it populate the comments field then retrieve the values of the comment & engineer fields. You then use a nested loop to look for each "$(%engineer) -" in the comments field. This way it only matches the engineer's name if it's at the start of the comment. If the nested loop DOES NOT find a match, end. This way it only goes past these nested loops if both engineers have a comment.

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Replies

replied on November 11, 2014

You should be able to create this behavior with Dynamic Fields - http://www.laserfiche.com/support/webhelp/Laserfiche/9.2/en-US/UserGuide/Laserfiche_Client.htm#Metadata/Dynamic_Fields.htm?Highlight=dynamic fields .

Set up this engineer approval template so if Engineer 1 is assigned, only then will "Engineer 1 comments" be available.

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replied on November 11, 2014

The original poster says he needs the number of fields added to be dynamic - but dynamic fields don't work that way.

Dynamic fields are best thought of as a drill down structure. If Last Name is selected, only people with that last name will be displayed in First Name. If First Name is selected, only Middle names with that Last and First name selected are displayed. If Last, First & middle names are selected it will then only show people with the same last, first & middle's "Employee ID". Once employee ID has been populated, all of the other fields that are singular to that ID are populated.

The nice thing about this under recent versions of LF is that anytime this drill down structure has collapsed to one choice from your database it'll populate everything linked lower on the dynamic field list.

Unfortunately I don't think that would help the original poster.

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replied on November 11, 2014

Hey Mohammed,

I'll start by saying that Chris' solution sounds like it would work just fine! This would be a pretty neat way to achieve what you described above!

If you're having trouble getting Chris' idea to work in production, you may benefit from a simpler method which would essentially be adding fields that are not assigned to the template. Documents can have a template assigned, but also have additional fields that are NOT included in the template. Once you have created all the "Engineer Comment" fields, you can simply have Workflow add whatever Engineer fields that are required on the document.

Let me know if you have any questions!

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replied on November 13, 2014

Hi Rob,

it sounds good, but users do not accept it, since the new added field not part of template.

thanks

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replied on November 13, 2014

thank you guys,

i believe chris solution is the most suitable one, dynamic fields can't be used to achieve my requirements.

i hope it will on laserfiche wishlist, and it can be achieved in future

thanks again

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replied on November 19, 2014

I'm right there with you. There are lots of times I'd love to be edit templates on the fly! I'd even settle for a "allow me to specify fields and field order on this document without a template" method.

I've done this before in certain instances but it doesn't allow you to edit the order and it removes them the moment one of them are blank so I've only done this for drop downs that won't allow you to blank them out.

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