Question

workflow help

Updated January 26, 2018

asked on February 1, 2016

Hello,

I need help...

The WF created should do the following:

1. New document is created, either in root folder or sub-folder

2. In the same location search if same document exists

3. Delete the existing document

4. Put the new document there

5. Generate weblink URL & email the link

Thanks in advance!

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Answer

SELECTED ANSWER

replied on February 1, 2016

Hi Sahil,

After discussing it together here is what we have come up with that works.

Thanks for talking with us to work on this problem.

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Replies

replied on February 1, 2016

Hi Sahil,

Sounds like you are trying to do a de-duplication workflow. The main stumbling block you will have here is how to link the documents in point 2. You could use the document name, but then are you sure that will always be the same? Can users change the document names? etc. Tough one. There are various other posts on here which should point you in the right direction. The other steps are pretty easy.

http://answers.laserfiche.com/questions/76000/finding-duplicate-documents

http://answers.laserfiche.com/questions/65310/Find-Duplicate-Entries

http://answers.laserfiche.com/questions/88845/copying-over-duplicate-document

http://answers.laserfiche.com/questions/43360/Replicated-Entries-in-Laserfiche

http://answers.laserfiche.com/questions/78929/Replace-Document-with-updated-document

Hope this helps point you in the right direction!

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replied on February 1, 2016

Thanks Chris,

I should have mentioned, the documents are being created by Import Agent.

The whole process is that the user puts the document in a monitored folder, then it WF should delete the existing file (the name will always be the same) & rest....

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replied on February 1, 2016

& I don't want to delete documents with IA or let's say can't

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replied on February 1, 2016

Hi Sahil,

Ah I see. Import Agent certainly doesn't have that functionality or the ability to delete, you would have to trigger a workflow of some kind that would then somehow compare the 2 documents. To the human eye it's easy to see they are the same document, but when trying to convert that to something a computer can understand it becomes very complex. Tough one but have a skeet through the other posts, other people have had the same issue.

Cheers!

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replied on February 1, 2016

Well, the name is always going to be same, so I can consider Entry Name?

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replied on February 1, 2016

Possibly, but bear in mind you can't have 2 documents with the same entry name in the same folder.

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replied on February 1, 2016

I know, it will add (2) at the end, but I don't want that

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replied on February 1, 2016

Not really a way around that.....

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replied on February 1, 2016

Thanks a lot Nathan!!!

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replied on January 26, 2018

This still comes up, all the time.

@Laserfiche - Is there anything in the pipeline to add de-duplication functionality into the product?

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replied on January 26, 2018

Not at this time. The only criteria in this thread for de-duplication are entry name and location. Are those the only ones? Should document content be considered as well? What about documents located in other subfolders? Should there be any review before deletion (for ex, in the workflow above, if the incoming document's name has a typo and it matches some other document, that document will be deleted)?

I don't think this feature would move out of Workflow, but we can maybe make it easier to find a potential duplicate if we can narrow down what identifies a document as a duplicate.

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replied on January 26, 2018

Yeah good thinking, although I wasn't thinking about this case specifically. I meant de-duplication in general throughout the whole repository. Having given this some thought, I think the only way you could possibly do this, would be to calculate the MD5 hash of the file or something as it enters the repository, that way you would know if it matches and is indeed the same file. But that's a pretty wholescale change in LF, but something we get asked for a lot in tenders etc. and is offered by some other DMS solutions.... the time will come, but maybe not yet! ;)

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