Question

Can a user be assigned to a home folder and link their email?

Workflow Laserfiche Version 9 Search and Retrieval Ideas

Updated January 14, 2016

asked on January 10, 2016

We have a client who is wondering if the below can be possible with WF?

They have a workflow that is trying to provide a scheduled email to a series of users on the number of documents awaiting approval. It counts the documents in the folder, and adds it to the email. this all works fine.

The bit that cant be figured out is associating the email to the location. The client was hoping to link the user login (for eg. ;Laserfiche) to the folder "\users\Laserfiche\to be approved", so then the workflow could have a 'for each user' loop that searches the users' folder and sends the email to that user.

Currently he has one that collects the users result and sends one email to one user. He does not want to have to have a branch for each user. They have only got 6 users at the moment, so this would be do able, but final result would be a large workflow.

He is pretty sure this can be done for routing docs (see properties of ‘route to user’ task in workflow) but not really sure how to use this option.
He would also like to pick up from user folders rather than just route to. Such as using the users home folder as a token to specify what happens next.

Any thoughts or ideas would be great.

Thank you and regards everyone..

Ziad Khamo

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Replies

replied on January 11, 2016

If every user has a folder under Users, you could iterate through those folders and use a For Each activity to email every user.

Have you looked into setting up some of these workflows as business processes with steps for the user approval so you take advantage of the built-in notification system?

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replied on January 14, 2016

My VAR set me up with email notifications for all our User InBoxes (32 user folders) with two simple workflows.

1) Any new documents that get dropped into these user folders trigger a WF. That WF first looks at who dropped the doc into the folder. If it was the folder's owner, then nothing happens (ie, if I put something in my own folder, then I already know I did it, no need to email me). If it was anyone else, then the WF sets a field on the folder to Yes (for new mail) and also collects the name of the document in a multi-field New Entries field.

2) At a set time (timer) another WF is scheduled to check all the user inboxes for the word Yes (for new mail). If it finds a Yes, it sets up an email to the owner of the User InBox folder and sends them a New Mail notification email listing all the new mail, then clears out all the folders' fields for this process.

Because the folders are named with the users full names, the WF can be programmed to get the right email addresses to send to.

Works great!

Hope this helps.

Connie Prendergast, Flagstaff County, AB Canada

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Can a user be assigned to a home folder and link their email?

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