Question

Workflow To Run When QuickFields Agent Session Completed

Quick Fields Workflow

Updated May 20, 2015

asked on May 11, 2015

I am receiving a single document that contains all invoices from a single customer. I then have a scheduled QuickFields session that is successfully splitting the document into the individual invoices and extracting the invoice amount. The customer would like an email that tells the total # and amount of invoices that were split from the single document. I have a workflow that sends this email correctly assuming the QF session is complete. The problem is that the QF session can take anywhere from 1 minute to 3 hours depending on how many invoices are in the original document. I know that I cannot have QF or QF Agent run a workflow once a session is completed. I also know that I cannot have the workflow run on a schedule as it has know way of knowing if an import session is completed. I've seen the suggestion on having a user trigger the workflow, either via a Business Process or a Form, but this customer wants the automation as that is the point of the QuickFields Agent and Workflow.

Is there a way to find the last page in a session, not a document, and mark it? Has anyone found a way to allow Workflow to know once a session is completed?

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replied on May 11, 2015

Why not use the notification feature in Quick Fields Agent? It can email the summary every time the session runs.

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replied on May 11, 2015

But this notification feature just notifies them that it is done and is setup for all sessions, not on a session by session or schedule by schedule basis. The problem states that the email should contain the total # of invoices processed along with the total amount of those invoices. The notification email does not do calculations. Additionally, now the customer is wanting the emails for the totals to go to the various departments that the invoices processed belong to. Thus QF Agent is

Splitting a batch of hundreds of invoices
Extracting their Invoice Amounts
Using other extracted fields to determine the department the invoice belongs to
Sending a summary email to each department of their invoices processed in the batch including
1. Total invoices for their department in the batch
2. Total amount of invoices for their department in the batch

It seems like their should be some way to tell when a session is finished processing whether it is:

Start a workflow when a session finishes
Assign a token to the last document in a session
Query QF Agent for session status
Any other way someone has come up with?

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replied on May 11, 2015

While I am still hoping someone posts a better solution, for now I may have found a workaround. All of the documents from the session are being written into the same LF folder. Each invoice is only 1-3 pages and can be processed in at most 1-2 minutes. Thus if I have the workflow find all of the batch folders with a Last Mod Date/Time of more than 5 or 10 minutes then I can be fairly confident it is done. This is not a for sure or elegant solution but I hope it will work for this case. Hopefully though Laserfiche will allow us to other options for truly telling when a session is finished.

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replied on May 20, 2015

The method with the timer watching the last mod date on the folder is working for now but I would still like a more accurate way. Has anyone found a better way to trigger a workflow against a group of documents when QuickFields finishes the session that created imported those documents?

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Workflow To Run When QuickFields Agent Session Completed

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