You are viewing limited content. For full access, please sign in.

Question

Question

Document Expiration Notice

Workflow
Updated June 3, 2016
asked on February 2, 2016 • Show version history

Hello all,

Our legal team came to me with a very specific request that I am having difficulty building a business process for. They want to be able to be notified when a document is about to reach an expiration date. Currently we have the document creation date metadata as the only metadata being collected. The business process does not need to go through any approvals, it just needs to be applied to a very specific set of documents. If this could be applied to a template, that would be fantastic. They wouldn't mind having to manually fill in the metadata for the expiration date as well. I'm a novice at managing Laserfiche Workflow, so any help would be greatly appreciated. Thank you!

 

Kind Regards,

Evan

0 0

Answer

SELECTED ANSWER
replied on February 2, 2016

Then I'd do a scheduled workflow that searches for documents about to expire and then sends the user a Web Access link.

Above, I assumed that "about to expire" means the date field is within the next 7 days. So the first activity calculates the date. Then I search for documents with the date field between today's date and 7 days from now.

If results are found, I generate a Web Access URL for the search and send it out by email.

You can generate a list of document names and paths and email that if you want, but i think a search is better since it will always have the most up to date documents. If you'd rather use the Laserfiche Client to view documents, then a list would be the right solution.

2 0

Replies

replied on February 2, 2016

Would each user want to be notified about specific documents or would the team as a whole want to be notified about all documents about to expire?

 

0 0
View 1 previous reply
replied on February 2, 2016

Thank you for the response Miruna. All members of the group would like to be notified. I can easily set up a distribution group on exchange to add or remove individual users as needed.

0 0
SELECTED ANSWER
replied on February 2, 2016

Then I'd do a scheduled workflow that searches for documents about to expire and then sends the user a Web Access link.

Above, I assumed that "about to expire" means the date field is within the next 7 days. So the first activity calculates the date. Then I search for documents with the date field between today's date and 7 days from now.

If results are found, I generate a Web Access URL for the search and send it out by email.

You can generate a list of document names and paths and email that if you want, but i think a search is better since it will always have the most up to date documents. If you'd rather use the Laserfiche Client to view documents, then a list would be the right solution.

2 0
replied on February 2, 2016

Thanks, Miruna! This workflow worked great!

0 0
replied on March 30, 2016

One more addition to this problem:

 

When the auto generated email is released to our employees, the hyperlink is stopping halfway through at the first quote for the date token. Is there anyway around this so the entire URL is a hyperlink?

0 0
replied on June 2, 2016

Do you have to create a whole new template for this? Or just add a expiration field to your current template? I am in need of the same thing and I can't figure out which would be a better solution?

0 0
replied on June 2, 2016

A document can only have one template at a time, so just adding a field to the existing one should be fine.

0 0
replied on June 3, 2016

Thanks! One more question, will I need the records management module to be able to do this?

0 0
replied on June 3, 2016

No.

0 0
You are not allowed to follow up in this post.

Sign in to reply to this post.

Details
Related Posts
Loading ...