Feature Request - Entry changes include/do not include certain template field

asked on January 22, 2015 • Show version history

I've already found a workaround for this (thanks LF Answers), but it's a cumbersome workaround.

It would be great if the Entry Changes starting rule could look at a certain field being changed or omit any changes for a certain field.

I.E. - Entry Changes include Date Field (where the workflow would only be triggered if the date field in the template was changed)

I have some workflows that file documents. I want them to look at document changes and re-file them if the field that changes affects how they are filed. If not, then I don't need the workflow to run.

I also have a case where I have a secondary workflow running only if a certain field is changed. I want to omit that field change from the primary workflow so it doesn't jump in, and have the secondary workflow operate only on the one field changing. If I could specify the Entry Changes include "Certain Field" - whatever the value of that field may be - that would make this a lot easier!

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replied on January 26, 2015

Thanks for your feature request! I have suggestions for the workflows you are trying to build:

For the workflow that files documents, you could setup a workflow that triggers when the entry is changed and then have a conditional decision setup to see if the location needs changing. So, if the entry changes, you have a conditional that looks at the date field and entry path. If the entry is in the right folder, then terminate the workflow. If it is wrong, then move it to the right folder.
- This means that every time an entry changes, a workflow will trigger but as the workflow checking your fields is very short so it shouldn't have a big impact of your Workflow server.
For your secondary workflow, why do you need to monitor the a specific field value changing? You may be able to something similar to the above suggestion if there information stored regarding the original field value (e.g. in the path or name). If not, the original value could be stored in hidden fields, as described in this Answers post.

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replied on October 15, 2015

Thank you for this response. I had not seen this until now, as I am looking yet again for suggestions for a workaround for this.

RE the first bullet - thank you for the suggestion. That was just an example of one of the things that changes. I also have renaming activities that run, to standardize our document naming conventions.

The major issue that I run into is that I want all shortcuts on the front end named the same as the document on the back end. The way I have found to do this is to start each workflow with a delete shortcuts activity and re-process the document and re-create the new shortcut with a new name.

We also have an auditing process where certain files are marked to be audited. When they are marked, a shortcut is routed to a queue for the assigned auditor. If the auditor marks the shortcut as requires corrections or escalate to a manager to look at it, this triggers the original workflow to delete the shortcut because there is a change.

What I could do is add in each workflow that if the file is marked for audit, to re-create the shortcut in the appropriate auditor, review or escalated folder. However, there is also a reminder system that runs based on when the shortcut is created and would tell people they have new files to audit when those are files that have been sitting there, if any of those files have been changed at all. This would also affect any information I might want to gather about how long the audit process takes - from the time the shortcut is created until the time that it is processed.

I think there are some good solutions here for workarounds, but it would just be so much easier if I could tell workflows to only trigger to run if a certain field changes.

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Feature Request - Entry changes include/do not include certain template field

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