Question

Set workflow to recognize a specific field being changed, not another

Workflow

Updated December 22, 2014

asked on December 18, 2014

I have a workflow that files program files (for example) and it runs if the file is changed - because it might need to re-file it, based on field changes.

I just developed another workflow that creates an additional shortcut to the document in an audit/review folder. A new field is assigned to the document to note the status, whether it's pending review, correct as is, or if it needs to be corrected, in which case, it would route to the document manager to sort out how to correct the file.

The issue that I'm having is that when the status is changed, the wrong workflow is running. I want to be able to have one workflow look at all of the original metadata fields and do the refile on those as needed, but NOT run on my status changed workflow. It looks like the original workflow is jumping in and causing problems.

I can't figure out how to do this with starting rules. I can program entry changed, but all I can find is template field set, nothing more specific like the actual field.

Below is a snippet of the entry change starting rule I need to modify. When the status changes on a different workflow, this one jumps in and re-files the original and stops the rest of my workflow from properly continuing. (I disabled the entry change rule on this workflow and the other one works as expected).

So, I just need to omit the status field as a qualifying entry change on the this workflow and I'll be good. Any ideas?

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Answer

SELECTED ANSWER

replied on December 19, 2014

Danielle,

It sounds like you don't ever want to run the original filing workflow when a document is undergoing correction. If the "Status" field is removed once revision is completed, then John's suggestion of checking that the "Status" field is empty will work, because every document which doesn't have it assigned will resolve to true, only keeping out the workflows requiring correction. If you keep the "Status" field, then you'd want a line saying "Entry : Field (Status) does not equal Requires Corrections"

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replied on December 18, 2014

Can you add a starting rule to the current starting rules that says that the field that gets added as a result of your new workflow is required to be empty?

Then, maybe at the end of the of your Audit workflow, invoke the initial workflow so it refiles itself at the end of being audited.

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View 1 previous reply

replied on December 19, 2014

If the status field was empty to begin with, I could omit the change being Template Field Set, but I would still have problems down the line. If the file requires corrections, it routes to me to correct, and then I will either correct it, and change the status to corrections completed, or I can escalate it to another manager and they might correct it. So, the status will change several times over the course of my workflow, and this other workflow will want to jump in at any one of those changes.

It doesn't need to be refiled at the end of this process. The original workflow files the document based on Template/Document Type/Date - so it needs to look at those fields. It is also programmed to delete shortcuts associated with the entry and re-create them. This is because we had a lot of disconnect between the original file name and the shortcut - which we did not want, and some of our files are automatically named, so the shortcut need to be re-created. But my new audit workflow routes an additional shortcut. So, when anything is changed, the original workflow jumps in and deletes my shortcut, leaving me nothing to route.

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SELECTED ANSWER

replied on December 19, 2014

Danielle,

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replied on December 19, 2014

Ah, ok, thank you. I hadn't even thought of removing the field once the audit workflow had run. So, I was thinking, if a file has been audited, then it will never be able to be changed again, or it will omit refiling because there will be a status field assigned. But, I retrieve the status and put it in a history stamp anyway (Danielle marked as corrected 12/19/2014), so I would be able to get rid of the status stamp after it had processed. That would make it cleaner anyway. Thank you both!

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replied on December 22, 2014

Hey Danielle,

If your questions were answered, please remember to choose the "approved answer" to indicate that the issue was resolved.

Thanks!

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Set workflow to recognize a specific field being changed, not another

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