Question

Importing one document into multiple folders

Workflow Quick Fields Scanning Ideas

Updated February 24, 2016

asked on February 23, 2016

We use Laserfiche to house our legal claim files. Very often we have multiple claimants (so multiple Laserfiche folders) for one case. Too often we have one document for the "case" that needs to go into each of the individual claimant files. Is there an easy way to get one document into multiple folders without having to copy and paste it each time resulting in having to change the metadata and dragging it back into our workflow folder? Really my question is if there is a way to list multiple folders for one document to go into when importing or scanning.

Thanks.

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Answer

APPROVED ANSWER

replied on February 23, 2016

Hi Robyn,

It sounds like a metadata field for something like "Claimant" is currently being used for routing the documents with Workflow.

If this is the case, consider trying the following:

Create a new metadata field to be filled out upon import called "All Claimants" to take a comma-separated list of each claimant: "c1, c2, c7" etc.
Write a workflow or modify the existing one to parse this list out into a multi-value token "Claimant List", with each value being one claimant.
Then, For Each Value of this token, use the current value of Claimant List create a copy of the document with a tokenized path and Assign Field Values to fill in the Claimant field.
Each claimant specified in the All Claimants field on import will now have a copy of the document in their folder.

Let me know if this makes sense or if I can clarify anything!

If there simply needs to be a reference to the document rather than a full copy, you could also look into using shortcuts rather than copies.

If you are using Quick Fields, you can automatically invoke workflows on processed documents after they are imported into the repository.

See: https://www.laserfiche.com/support/webhelp/quickfields/9.0/en-US/QuickFields.htm#DocumentClasses/DocClassOptions-RunWorkflow.htm

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Replies

replied on February 23, 2016

You can do it through Workflow. Laserfiche Scanning and Quick Fields will only push to a single location.

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APPROVED ANSWER

replied on February 23, 2016

Hi Robyn,

It sounds like a metadata field for something like "Claimant" is currently being used for routing the documents with Workflow.

If this is the case, consider trying the following:

Create a new metadata field to be filled out upon import called "All Claimants" to take a comma-separated list of each claimant: "c1, c2, c7" etc.
Write a workflow or modify the existing one to parse this list out into a multi-value token "Claimant List", with each value being one claimant.
Then, For Each Value of this token, use the current value of Claimant List create a copy of the document with a tokenized path and Assign Field Values to fill in the Claimant field.
Each claimant specified in the All Claimants field on import will now have a copy of the document in their folder.

Let me know if this makes sense or if I can clarify anything!

If there simply needs to be a reference to the document rather than a full copy, you could also look into using shortcuts rather than copies.

If you are using Quick Fields, you can automatically invoke workflows on processed documents after they are imported into the repository.

See: https://www.laserfiche.com/support/webhelp/quickfields/9.0/en-US/QuickFields.htm#DocumentClasses/DocClassOptions-RunWorkflow.htm

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replied on February 24, 2016

Thank you so much!! I will give this a try. :-) Appreciate the quick response.

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replied on February 24, 2016

You're welcome!

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Importing one document into multiple folders

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