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Question

Question

subfolder template update from master

asked on January 7, 2015


We have department master folder called Criminal Cases that has a master folder for each active case.  Those master folders have a template.  Folder name is based on the template information populated by staff through a workflow.

Then inside of each of those master folders are two subfolders called OPEN and REST and they have the same template as the master but the default values for some fields is %parent so staff can just drag and drop docs in there without having to do data entry).  Again all designed through workflow.

We have created a SQL statement that in test updates the master folder name and metadata based on new information from the state's new schema.  Works like a charm at the master level.  Now I want to take the template information on the master to update my subfolders.

I have tried retrieve field value... I have tried find entry .... I have tried for each entry.  What is the most efficient way of stepping through all 18000 case files?  I don't want to search... just want to step through each folder until I get to the end.  I would even add another field that can be populated if need be once the rename is done.  So the wf would say if x-field <>.

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Answer

SELECTED ANSWER
replied on January 7, 2015

How about something like this? You make a workflow that copies the metadata from the parent to the starting entry. Then you make a second workflow that goes through the Criminal Cases and finds the first level documents and folders. If the entry is a document, it invokes the first workflow. If the entry is a folder, then it also invokes a copy of itself. That way, Workflow will recursively go through each level of subfolders until it runs out entries.

This second workflow could either have a starting rule that waits for field changes on the Criminal Cases folder, or, if you're updating those fields directly through SQL, it can be manually run once from the Designer.

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