Can you print Records Management metadata as a certificate of destruction?
Hi Zaheer,
Could you just PDF or Word form filler for this? With v10 of Forms & Wokflow you could have Forms generate and complete the destruction certificate, then route it to a records manager to ensure the destruction has taken place according to policy, before printing it.
-Ben
Ben,
Thank you for the suggestion but I'm looking for an easy way for an end user to simply produce a document from Laserfiche showing the metadata. What I'm thinking of is almost like the current "Generate Report" button.
--Zaheer
Ben's idea could still work if you used a Business Process using workflow. So the end user could right-click on an entry and start the corresponding business process. It could create the PDF or Word document and email to the user.
As Blake said. Also BPM functions can be added to the Laserfiche button bar as well, allowing users to select one or multiple documents and/or folders, then request a batch of certificates from a single click.
Ben
Has anyone created a workflow like this? I'm just starting this process and would like to see the details of the BP workflow.
i did one like that, and i am using now in v 10 update word document, so you can update a static token or dynamic token.
In addition you can build a table if you want and insert on it a multi field values.
Would you be willing to share some of the details to help me get started? I document how I build my workflows, as I need to see it to understand sometimes. Something like this:
I think I know what you mean. Could you give me some sample criteria just to be sure I know what you mean? For example:
"Use clicks a button is clicked and a CSV (or Word document or PDF) is generated containing a list of records which are immediately eligable for disposition"
-Ben
I'm looking for how to actually make it happen. And I may have been reading two separate Answers threads and posted to the wrong one, but what I'm doing is looking at using Workflow to create a table of information based on the documents ready for destruction, have the users approve destruction of each (a Yes on the table?), have the table reflect the destruction complete, and then be able to print the table for permanent safe keeping as part of my Records Retention Index and Certification of Destruction.
I'm a "see and copy" type of creator. I need to see it done and then adapt it for me. I'm not good at starting something from scratch, so I was looking for details on how to get the Workflow (now I'm thinking Business Process) started; what activities to use, what rules for starting the process, etc.
Hi Connie & Zaheer,
Zaheer, what you're asking for sounds like a simple Business Process with a Search Activity, a For Each Entry Activity and Created PDF activity. It's quite simple and straight forward, providing you're happy for the report to show all records ready for disposal (or limited to the highlighted folder).
Connie, as you've asked for interaction, what you're after sounds more complex.
For the type of presentation you're suggesting - specifically a table view - I can think if two ways:
1. Create a Laserfiche-inegrated web page to display the documents and yes/no option.
2. Use LF Forms to display the table of documents with a yes/no option.
My preference is to use Forms because then you can add additional review tasks and the majority of the development has been done.
Just working through this in my head, here's what I think I would do...
Does that sound about right?
If so, I don't have spare time at the moment. I would offer to do it as a chargeable mini-project but I suspect someone might offer to do this for free for you. Someone at Laserfiche might offer too :)
-Ben
EDIT: For steps 2 & 3, I would use a daily scheduled workflow to populate a table used for the lookup.
Ben: I LOVE the idea of using forms for this! I have many plans for Forms, but haven't been able to set aside the time to work on and finish those projects yet. This one is something I can focus on and provide to my CAO. Once the chief officers see it in action, I can promote the other ideas again and get approval for the time that would be spent on them! Each department will also see the advantage, after they've been through the BP for this and I can then approach them to give me ideas where I can create things for them specifically!
I've already created the Workflow that uses a search to find all documents up for destruction, and places shortcuts in a folder for staff to view and make decisions on.
I have very little experience with JavaScript and none with JQuery, but I'm thinking just an instruction in the form that tells them where to find the documents waiting for approval. I already have an email that is sent to staff with a link to that folder.
Thanks!