Question

Routing of document in workflow not properly done when metadata fields are filled within Laserfiche

Workflow Laserfiche Scanning Version 9

Updated August 20, 2015

asked on July 29, 2015

Hi all,

I have scanned a document with 'No template assigned' and then I have filled the metadata fields within Laserfiche by selecting Metadata from the toolbar. I have a metadata field Route of type List with the value 'AB' . I have a workflow when the value 'AB' is chosen from the drop-down list and then a shortcut of the document is created into 'AB' folder location. But, the workflow is not creating the shortcut in the location.

Is there any starting rule when a document has been assigned a metadata template?

But, when the metadata template is chosen and filled with the Scan component, the shortcut is being created in the folder location.

Thanks to advise accordingly.

Kind Regards,

Sheila

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Replies

replied on July 29, 2015

Are you saying the workflow doesn't start when you update the value through the Client, but it does when you scan a document in? I would look at your starting rule in that case because it sounds like you have a rule for document creation events but not one for entry changes.

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View 10 previous replies

replied on July 29, 2015

Yes Miruna. The workflow does not start when filling the metadata fields in LF Client after having scan the document. Ok, I will send you screenshot of the starting rule and workflow as well.

Thanks

Kind Regards,

Sheila

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replied on July 29, 2015

Hi Miruna,

This is the starting rule for the workflow:

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replied on July 30, 2015

Starting rule says, when entry created.

Your description is for entry Changed.

If you fill the data when you create Document, it will work.

You can copy the same rule & paste as new, but make Starting Event = Entry Changed & it should be fine.

That was it will trigger at whatever point you fill the metadata, however entry changed will also trigger if anything is changed in future.

Please try to find time in Consultation Forum & will help you.

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replied on July 30, 2015

Be careful before you set Entry changed as that will trigger loop for the reason you have not excluded the workflow user.

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replied on July 30, 2015

Hi Sahil,

Can you please specify what you you mean by excluded the workflow user?

If you can please provide a screenshot for understanding.

Thanks

Kind Regards,

Sheila

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replied on July 30, 2015

The user you use as connection profile, in my screenshot the user is called wf & I exclude it in Rule.

The idea is that if this user is not excluded from the starting rule, then every change will be considered a starting point because even this users change is evaluated as change & it will go in an endless loop.

Pic.png (18.15 KB)

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replied on July 30, 2015

Check this out for better understanding:

Workflow: Best Practices for Creating Condition Starting Rules

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replied on July 30, 2015

Sahil,

Do you mean I should create another starting rule for Entry Changed?

One is for Entry Created and one is for Entry Changed.

Please confirm.

Kind Regards,

Sheila

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replied on July 30, 2015

As per your description I would change the starting rule to trigger when entry changes.

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replied on July 30, 2015

Sahil,

OK. The user must have the possibility to fill in the metadata fields in the Scanning component and fill in metadata fields in LF Client after scanning. Therefore, the starting rule Entry change will cater for these possibilities. Please correct I am wrong.

Thanks

Kind Regards,

Sheila

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replied on July 30, 2015

Sheila,

As per your comment, I would make two starting rules, one when entry created & second when entry changed.

However, be aware that WF will trigger every time there is a change.

Now, if I was you, I would attend a Consultation Forum to understand all the aspects of WF. Please attend one of the sessions, it will clear all your doubts & possible issues you might face.

Good Luck!

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replied on July 30, 2015

One more thing, the user will have the possibility to fill metadata at any & all times, you have to only focus on when to trigger the WF.

That's why I suggested to make two rules, this way if the user fills the metadata during scanning, it will be considered Entry Created in LF

& when the user adds or edits metadata in LF Client, it will be considered Entry Changed.

So having both the rules will trigger WF.

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replied on July 30, 2015

Yes this is what I did.. Great thanks. I have also added the User does not equal to the connection profile.

Thanks

Kind Regards,

Sheila

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replied on July 29, 2015

So that others can get more information I would suggest you post the part of the workflow that should be working correctly and perhaps include the "show summaries" description option for the activities.

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replied on August 10, 2015

Hi all,

I have added the starting rule for Entry Changed in my workflow and each time the entry is being modified, it is creating more than one shortcut in a folder and email is being received more than one times. Please find attached screenshot of my workflow.

Can you please advise on how to avoid many shortcuts being created and email being sent several times?

Thanks

Kind Regards,

Sheila

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replied on August 14, 2015

Can somebody help me on shortcut being created each time when the Entry is being changed?

Thanks to advise.

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replied on August 14, 2015

It sounds like your starting rule needs to narrow down the folder path some more. Or you could tag the document as "In Process" to indicate this workflow already started on it. It's hard to recommend a solution without the details of the whole process.

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replied on August 17, 2015

Hi Miruna,

Can you please clarify which parts of the workflow you need? I'll send you screenshots for configuration of each activity.

Thanks to reply.

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replied on August 20, 2015

Hi Sheila,

If I'm understanding correctly, it sounds like you want a workflow to make a shortcut of a document when a certain piece of metadata contains the value "AB".

If so, then here's one way to accomplish this task:

The first thing to consider is when do we want to make this shortcut? I can think of two possible scenarios:

A user fills in the metadata when scanning a document into the repository.
A user changes the metadata on an existing document.

Therefore, we'll want to make sure our workflow has two starting rules:

When a document is created.
When a document is changed.

For example, where what my two starting rules look like:

The first rule is checking to see:

If a document was created.
If that document has a field Route with value AB.
That it's created in the _Incoming folder.
And the user who created the document isn't Workflow.

The second rule is checking to see:

If a document has changed.
If it also has a field Route with value AB.
That the document is in the _Incoming folder.
And the Workflow user wasn't the one who changed the document. Like Sahil mentioned, this helps prevent loops since it won't worry about documents that Workflow has changed.

And that's it! Now our workflow should only be running when a document has met the conditions above, and so we're only making shortcuts when we need to.

If you're still getting duplicate shortcuts after inspecting your starting rules, feel free to sign up for a Consultation Forum Webinar where a Presales Engineer can help out and take a closer look at your workflow.

I hope this helps!

Madison

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Routing of document in workflow not properly done when metadata fields are filled within Laserfiche

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