Question

Paper mail manager

Updated February 12, 2015

asked on February 11, 2015

Hello,

you can find in attachment the process used by one of our customer to send mail (paper mail, not e-mail). For now, there is 3 or 4 agents to write mail (usually with Word), these agents consult an excel file to get an incremented number and identify the mail.

This number need to be displayed in the document so the receiver can send his answer with that number and the agent know for which mail the answer is for.

I know how to implement the validation part in Laserfiche but I can't found out how to manage this chronological number.

Is there something possible to handle that with Laserfiche ?

Copy of Gestion de courrier départ TNAD.pdf (12.88 KB)

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replied on February 12, 2015

Hey Moana,

I've needed to build demos in the past that count upwards for things like Case Management reference numbers and other similar processes. What I've done is used Workflow to update a value within a database.

It basically starts off by creating a table in a database and making that data source available to Workflow. At some point during the workflow that's driving your process, you'll pull the number from the database and attach it to the document however you see fit. The next activity is called the "Token Calculator" where you can modify the value of the token you just pulled; in this case, you'll want to add 1 to the token, like %(TokenFromDB) + 1. Then you'll use an "Update Data" activity in Workflow to overwrite the number that you just put on the document within Laserfiche.

Next time the workflow runs, you'll have the new number pulled, Workflow will add 1 to the number and use that new value within the database.

Hopefully this all makes sense! If you need more assistance, just let me know and I'll be happy to offer some more help!

Have a great day!

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replied on February 12, 2015

Hello Rob,

Thank you for your answer. If I understand correctly, your solution allow me to have a reference number in the indexed fields but not inside the document, right ?

Because my customer need to display this number in the document not only in the indexed fields. So if am I right, they need to add this number inside the document manually, right ?

Sorry but I'm french and some part of your answer are not very clear to me.

Regards.

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replied on February 12, 2015

No problem at all, Moana. If there's any part of my answer that you'd like me to clarify, just let me know!

My solution was specific to adding the number into the index fields. If you want to add the number onto the document, I'll need just a bit more information before I can confirm that it's possible and give you the steps on how to accomplish this.

When you say that they want to display this number in the document, is this document an electronic document (.doc, .docx, .xls, etc.) or is it just an image? If it is required to add the number to the document manually, can you describe the process of how they would do that?

Thanks for your patience, Moana! Once you provide us with the answers to the questions above, we should have a thorough answer for you by tomorrow!

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Paper mail manager

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