Question

Best practice - workflow handoff

Workflow Version 9

Updated September 17, 2015

asked on September 17, 2015

Hello everyone!

I have a great new business process between two of our departments and repositories, with one little issue.

So, this BP starts in one repository. Department A will work a bit with a document and its metadata, and then sometimes those docs will transfer to Department B and B's repository.

Back in V7 this was done by hand daily by exporting and importing a briefcase.

Now, with the wonders of Workflow 9 we have workflow doing all the transfer work. :)

But...

Here's the issue. I need to kick off another BP in the "Receiving" repository when those docs come in.

It seems I can't use "invoke workflow" because the doc I want to invoke on is in another repo.

I'm using the best practice of ignoring the actions of the workflow user with an exclusion filter in the advanced settings to avoid loops and other nastiness. (been there - done that!)

So... I'm not sure if there is another way. Any thoughts?

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Answer

SELECTED ANSWER

replied on September 17, 2015 • Show version history

I'm assuming you are using Replicate Entries to do automate the briefcase import/export. Since its using a briefcase, workflow has little ability to reference the target entries directly, so here are some options.

1) Always replicate to a new folder. After replicating, target that folder with an invoke (use Find Entry to grab a reference).

2) Use a different user for the destination repository profile. Since this user is only used for replicating the entries, it should be fairly safe to not have it be excluded by starting rules, much like any given user's actions are safe for starting rules.

3) John's solution above of marking the document then checking for it. It doesn't need to be on a timer, when workflow is down replicating, invoke a workflow that searches for the documents using your marker (incoming folder, a tag, field, template, etc.).

*Edit* I should mention, once your workflow has two connection profiles, all workflow activities that connect to Laserfiche should have a property to pick which profile you want that activity to use.

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replied on September 17, 2015

I have just chosen option #2, which is working perfectly!

Thanks for the great (and quick) answers!

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replied on September 17, 2015

Is it very time sensitive? Maybe just have a scheduled workflow check the incoming folder every minute and then invoke the appropriate workflow on the items inside.

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