Question

Combining draft Word version of contract with scanned signed hardcopy, via Workflow

Version 9 Workflow

Updated December 5, 2014

asked on December 3, 2014

To end my Contract Management BP/WF, I want WF to find the scan of the signed hardcopy and combine or link it to the draft Word version of my approved contract. I'm stumped on how best to do this.

Ideas I've considered:

Have WF combine them by adding it as another version;
Have WF link them, using the Create Link activity.

Either way, I can't figure out how to get WF to find the scanned version.

"%(RenameEntry_OutputEntry_Name) signed" in a search repository activity doesn't work because it doesn't like when I add the word signed at the end,
and the Find Entry activities can't be used because it wants an entry ID or a location instead of a name, and I can't guarantee the ID or location for each time.

Does anyone have any other ideas, or instructions on how to do either of the above?

Thx, Connie

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Replies

replied on December 3, 2014

Hey Connie,

In the search repository activity it shouldn't have any trouble with the word 'signed.' Have you tried a search query like " ({LF:Basic~="%(RenameEntry_OutputEntry_Name) signed", option="LTN"}) "?

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replied on December 3, 2014

Thanks, Kevin. At the time of original post, I didn't realize I could use a WF token in the client search windows. What you have suggested would have worked!

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replied on December 3, 2014

Search should work. What are you using for you search syntax?

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replied on December 3, 2014

I did get the search syntax to work finally, by rethinking:

Realizing I don't need them to add the word "signed" to the scanned doc name, because the scanned doc will always be put in a different folder than the draft, so no problems with the same name.
Giving my business process a location (a folder called "6. Approved, Signed Contracts awaiting filing". Staff to be directed to drop the scanned doc into this folder for WF to finish up with.)

Search syntax ended up: {LF:Name="%(RenameEntry_OutputEntry_Name) ", Type="DB"} & {LF:LOOKIN="Flagstaff\ADMINISTRATION\Contracts\Contract Management Business Process Activities\6. Approved, Signed Contracts awaiting filing"} ...giving my WF the location and the name. Problem solved.

This did test out and worked as desired, but depends on staff putting it in the right location and giving it exactly the right name. Another thought that I had come up with was having them add the same template and the same Contract Name in the right field, but I think this is easier for the staff.

Thx, Connie

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replied on December 3, 2014

You have a trailing space after the token in the search above that might cause problems.

You could take out the folder path and search the entire repository. Or you could run this search first and then have a Conditional Sequence that runs the search without the path component only if the first search returned no results in case somebody forgot to file the doc properly.

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replied on December 5, 2014

Two very good things to point out, Miruna. Thanks!

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Combining draft Word version of contract with scanned signed hardcopy, via Workflow

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