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Question

Using Workflow for Automated Filing - How To

asked on November 26, 2015

I have a WF that successfully files (and creates folders for, if needed) any documents with a Roll Number in the template field.  I would now like to take it a bit farther.

The new folders are created by WF in the folder called Roll Files using this routing info:  \- ADMINISTRATION\County Land Files\Roll Files\Roll #%(RetrieveFieldValues_Roll No_1#"D6"#).  But now there are so many of these folders, I have created subfolders (as shown below). 

How can I get WF to check these subfolders for the indicated roll number before deciding to create a new file?

Thx, Connie Prendergast, Flagstaff County, AB, Canada

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Replies

replied on November 28, 2015

Connie - If I can get you to change your folder numbering scheme a bit I can make this work with just two activities; an Assign Token Values activity and a Token Calculator activity.  Here is a screen shot of the workflow;

And here is a screen shot of the results;

The details for the Assign Token Values activity - Create a numeric token called 'SignificantDigits' based on the retrieved field value Roll#1;

Details of the Token Calculator - Create two calculated tokens, one called 'LowRange' and the other called 'HighRange'.  'LowRange' is 'SignificantDigits' * 10000, and HighRange is 'LowRange' + 9999;

The final routing info would be as follows;

\Roll Files\_Rolls %(TokenCalculator_LowRange#"D6"#) to %(TokenCalculator_HighRange#"D6"#)\Roll %([RetrieveFieldValues_Roll #1]#"D6"#)

 

Note: If you need to keep the subfolder numbering system that you described in your post then the only ways I could see to do that would require some type of iterative loop to determine the appropriate subfolder, or perhaps a script activity with some type of Select Case structure?

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replied on December 2, 2015 Show version history

Thanks, Cliff!  I'm working on this (was away for a few days).  I have set this up and end up with something not quite right.  Hopefully, a few more tweaks might make it right?

I'm close!  I took a test document and gave it the Roll # of 32400, then popped it into my target folder for this automated filing and Workflow created a file folder of:  Rolls 324000000 to 324009999.

It's creating the wrong Low Range and High Range.

How can I get the tokens to create the numbers to match 030000 to 039999 when it finds a roll number of 32400?

Thanks!  Connie

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replied on December 2, 2015

Can you add a Track Tokens activity at the end of the workflow to see what values are being assigned to the SignificantDigits token?  Here is a screen snip of my system when I use a Roll# of 32400;

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replied on December 2, 2015

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replied on December 2, 2015

I see the point of the \d\d now in the Significant Digits token.  :)  Correcting that.

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replied on December 2, 2015

HA HA HA HA YEAH!!!!  SUCCESS!  Thanks so much Cliff!!!!

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replied on December 2, 2015

Good!  Glad it is working for you!

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replied on December 2, 2015

Doing my happy dance!!  LF answers needs to have an emoticon with actions for the Happy Dance!  smiley

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