Question

records management folder structure with workflow

Workflow Records Management

Updated August 6, 2015

asked on August 4, 2015

Hi all,

I am working with a client who needs a records management implementation. I vaguely remember reading something a while back about being able to create a records management folder structure using Workflow. I've searched the Answers and Support sites for information, as well as looked through the Empower 2015 presentations, but I can't find any information about it. Does anyone know if this is possible? If it's not possible, what's the most efficient way to create one that's going to contain lots of folders.

Thanks in advance for any suggestions.

Nareg

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SELECTED ANSWER

replied on August 5, 2015

It's not very clear what you're trying to do. Workflow does not have any activities built-in for records management, so if you are looking to automate record series creation in Workflow, then an SDK script is the only way to go. As Alex said, any folders created under a record series are automatically converted into record folders by the Laserfiche Server, so you can use Workflow's Create Entry activity for them.

You can use the Record Series Setup Utility to create record series based on the structure designed in an Excel file. The documentation can be found here. This utility is not part of Workflow.

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replied on August 4, 2015 • Show version history

If the Record Series already exists, then any folders created by Workflow under the series will be governed by the Laserfiche Server.

Any folder created directly under a Record Series node will be treated as a Record Folder. Any folder under a Record Folder will be treated as a regular folder. (Note that if you have a Record Series nested under a Record Series, then know that you cannot have a Record Folder and Record Series exist at the same level)

If you require the Record Series to be created by Workflow, then that will have to be done through scripting with the SDK.

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replied on August 4, 2015

So an SDK script is the only automated way to create a records management folder structure?

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replied on August 6, 2015

Thanks Miruna! The Records Series Setup Utility is exactly what I was looking for. It had been a while since I had first read about that so my memory was not so clear. I though it was something that was done in Workflow. Thanks for clearing that up.

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records management folder structure with workflow

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