Question

How do I get the Entry ID of an Entry created in Forms using Save to Repository?

Forms Workflow

Updated December 22, 2023

asked on February 25, 2015

Hi there,

I have a business process that uses Save to Repository to create an Entry using data entered into a form by a user. I then need to initiate a workflow using a Service Task for two reasons:

1) Some of the fields on the form are multi-valued checkbox fields, and Save to Repository won't let me save just the checked values (the individual on/off values of all of the checkboxes, but I just want to include the actual values that were checked off). But it looks like I can get just those values in a workflow using Retrieve Laserfiche Forms content and then Assign them to the Entry saved by forms.

2) I need to email the Entry saved using Save to Repository to the user that submitted the forms (after I've assigned the multi-checkbox values).

The problem I'm having - I can't figure out how to get the Entry ID of the entry saved by Forms in my workflow. I need it so I can find the right entry to assign the checked values and attach to the email.

Thanks in advance.

Evan

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Answer

APPROVED ANSWER

replied on December 20, 2023

Hi, we have supported that accessing entry ID of saved forms/attachments in the process on Forms 11 Update 5.

You can see other changes from:

List of Changes for Laserfiche Forms 11 Update 5 - Knowledge Base

Get Forms 11 Update 5 from Laserfiche 11 package:

Software versions and fixes included in the Laserfiche 11 Download Package - Knowledge Base

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replied on December 22, 2023

Here is a video that shows how it works:

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Replies

replied on February 25, 2015

Instead of having Forms use a service task to initiate the workflow, how about just saving the form's instance and submission IDs into their own fields when you do the "Save to Repository" service task. Then have the workflow triggered separately (on a schedule or with a starting rule) and you can retrieve the instance and submission IDs from those fields to then use in the advanced settings of the "Retrieve Laserfiche Forms Content" activity. That way workflow can get the checkbox values and also work with the actual document in the repository.

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View 4 previous replies

replied on October 20, 2015

Hi Alex, I have similar situation where I need the entry id so that I can create a direct web access url which I want to provide it in the email sent out by forms for approval. How do I pass that value? Is it possible?

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replied on October 20, 2015

Saving to Laserfiche is asynchronous, so the Entry ID is no available immediately.

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replied on October 6, 2021 • Show version history

Hi!

I'm having the same problem, but I can't find the activity you mentioned 6 years ago in workflow. Do you happen to know what the current activity name would be?

I understood your first step, which is to save the instance and submission Id as fields in the file metadata when I'm using the "Save to Repository" activity in forms.

I'm having a hard time with the second step in workflow because I can't find an activity called "Retrieve Laserfiche Forms Content". Was this activity discontinued?

Thank you in advance.

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replied on October 6, 2021

It's been renamed to Retrieve Business Process Variables. It should be the only activity that appears in the toolbox if you type "Retrieve Laserfiche Forms Content" in the Workflow toolbox filter.

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replied on October 6, 2021

Hi, Miruna!

Thank you!

I see. I guess I don't understand how I get the entry ID of the file I've uploaded using that activity.

All I'm getting is the Instance ID, but how do I search the repository to find a document that has that specific field with that instance Id?

Thank you.

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replied on October 27, 2022

Hi Miruna,

I have the same case, I don't understand how I get the entry ID of the file I've uploaded using Laserfiche API.

Thank you for your support.

Can you send me please, one example of import document using Laserfiche API FORMDATA, Document in Blob format

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replied on October 27, 2022

Please don't attach unrelated questions to this thread. This is about Forms creating documents in the repository.

Open a new question and explain your API use case and issues you're running into.

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replied on February 25, 2015

Thanks for the response Alexander - I tried that approach and it worked!

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How do I get the Entry ID of an Entry created in Forms using Save to Repository?

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