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Question

Email business process form

Forms Workflow
Updated March 7, 2016
asked on March 3, 2016 • Show version history

I have a form that sends to a business process workflow.  Once in the workflow I Retrieve Forms Content and update many different tables and fields within a database.  I was wondering what I would use to in the workflow at the end to email a copy of the original form. 

At the moment the only way I can figure out how to do it is to save the form to the repository then send to a workflow.  At the bottom of the workflow do a "Find Entry" and locate where I saved it, with the name of the file.  That works fine in test mode, but I can see a possibility of duplicate files and it not returning the correct file. 

Is there a way to get the ID of the original form within workflow to email that PDF?  I have tried Create Entry, within workflow and sending that output but it only sends a blank PDF.  I must be missing something simple.

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Answer

SELECTED ANSWER
replied on March 4, 2016

There is no FormsBPInstanceID. You have the right one: BP Instance ID. However, you need both the instance ID and the submission ID as field values in Laserfiche for the Retrieve Forms Content activity to be able to match the doc with the instance.

It's cleaner if you let Forms create the document in LF and set those 2 values as fields. Then rather than starting the workflow from Forms, start it from the document creation event. In the Advanced Properties for Retrieve Forms Content, use the instance and submission IDs you read from the document rather than the default "the instance that started this workflow".

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Replies

replied on March 3, 2016 • Show version history

you can assign {/dataset/_instance_id} to your saved form, and perform a search activity for that token with %(FormsBPInstanceID) within workflow.

 

and as your email to PDF, make sure you select the option within the email activity as shown below:

 

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replied on March 4, 2016

I am running on Workflow 9.2.0 and I am not finding a FormsBPInstanceID.  I can find a BPInstanceID and FormID but not FormsBPInstanceID. 

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SELECTED ANSWER
replied on March 4, 2016

There is no FormsBPInstanceID. You have the right one: BP Instance ID. However, you need both the instance ID and the submission ID as field values in Laserfiche for the Retrieve Forms Content activity to be able to match the doc with the instance.

It's cleaner if you let Forms create the document in LF and set those 2 values as fields. Then rather than starting the workflow from Forms, start it from the document creation event. In the Advanced Properties for Retrieve Forms Content, use the instance and submission IDs you read from the document rather than the default "the instance that started this workflow".

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replied on March 4, 2016

I am still having difficulties.  I can get it to send an email with an attached PDF, but it is not the PDF the form created.

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replied on March 7, 2016

Got it.  Ended up putting the Instance ID in the name of the saved PDF file to be able to find it.

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