Question

Workflow to keep track of template field values

Workflow Forms

Updated July 28, 2015

asked on July 14, 2015

I have created a Budget Submission Form for a customer that will be used to submit Yearly Budget Requirements. The form has various fields that are populated with a description and value.

The value of each field is being added together and placed in a total field.

The form is being saved to a Laserfiche folder and the fields are populating a Template with similar fields.

My question is does anyone have an example or can give me some tips on how to create a workflow\business process that I can run on the folder that will give me totals for each individual field in the template as well as the overall total.

Also what is the possibilities of displaying the results.

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Answer

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replied on July 28, 2015 • Show version history

Another approach will be do a search or find entries which needs to be included in the report, and then retrieve their field values, perform sum, and email out the report. The Workflow will look something like given below:

Click here to read about how a tabular report can be created in the email body. Optionally we can create a new entry for storing the result in its metadata for each report (as shown above) and attach this entry to the email as well.

If the above Workflow is run, it creates an entry as shown below, which shows the addition of all the values.

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replied on July 14, 2015

I would recommend just exporting the folder contents to excel, but if that doesn't work for them, make a Business process that runs on the root folder assuming they are all in the same one. Set some global tokens with a 0.00 amount to start as we will add to this on each repetition. Then use a find entries task to get a list of everything in the folder.

In each for each loop, you will need to use a token calculator to add the value of the metadata for the document to the global token, you will then set your global token to this new value. If your data is not consistent you may need to test it first with a conditional sequence.

At the end of your loop you now have a token with totals. Create a new entry, name it TOTALS and assign it a template that has the values you want and color it something different to catch the eye better.

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replied on July 20, 2015

Hi John,

Thank you for the reply. Not sure what you mean by exporting the folder contents to excel. The forms are PDF's with the appropriate template assigned. Can you elaborate a bit further on the excel option.

Thanks,

Bill

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replied on July 28, 2015

Thank you Pragya the detail in your answer has really helped me understand the use of tokens in workflow so much better. This has answered my question perfectly.

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