Question

workflow user clears metadata fields

Workflow

Updated May 29, 2015

asked on May 15, 2015

Randomly my workflow user clears out all the metadata fields of template. It is not related to particular type of document or template.

Version 1 has data in metadata fields, Version 2 has data in metadata fields, Version 3 does not have data in metadata. It does not happens to all the documents we found few documents in our repository. The last action found is by workflow user.

what should I need to do?

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Replies

replied on May 15, 2015 • Show version history

I'm sure others will chime in on this but usually the first place I start is to look up the workflow that was last started on the entry ID of the document in question. When you say "last action found is by workflow user" I assume you mean that last modified by is workflow, correct?

As to the reason metadata is being cleared out, there could be a few reasons.

The main reason I find it happens is when your assign field value is using information from a query. If the query is incorrect or comes back with no results then the field value will be blank. However, without seeing the workflow it really is just speculation as to why it would be clearing out "randomly."

I'd suggest posting/uploading an example of the workflow. I'd also suggest changing the description options to show summary so that the workflow will show specifically what each process is doing.

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replied on May 28, 2015

Find attached files. Audit Trail shows user activity but document does not shows the version history.

Version Problem_edited.jpg (118.46 KB)

| Download

AuditReport_28052015 - Copy.xlsx (10.98 KB)

| Download

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replied on May 28, 2015

The names and dates in the version tab in the screenshot and the audit report don't match and there is nothing in the screenshot of the document to confirm it is the same document.

You'd probably want to look at metadata audit events if you're trying to figure out who set or cleared field values.

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replied on May 28, 2015

You can check the excel sheet again, it almost matches the Lgoin Names and Event Time in the version tab of screenshot. Exactly I don't know from which server dates are getting stored e.g. LF Server or Database Server.

I want to check why the highlighted events were not recorded as versions and cleared the metadata fields

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replied on May 28, 2015

Can you please let me know which audit events I need to check under Metadata Audit events? There is no event named set or cleared field values. Under Entry I am able to get "Write Field Value".

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replied on May 29, 2015

Your screenshot shows version 13 was created by a user called OE-007, the audit report is for editing documents under version control. OE-007 editing a versioned document would generate a new version when the user saves his changes. So, assuming the 2 are for the same document, it's a partial history of what happened. There are separate events for writing field values and creating versions. There's no way for me to tell whether you aren't auditing those events or did not select them when generating the report.

I'm not really sure how the screenshot and audit log are relevant to the post that started this thread.

You're right about the Write Field Value event.

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workflow user clears metadata fields

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