Question

Starting rule on Document Shortcut and not Physical document.

Laserfiche Workflow

Updated March 13, 2016

asked on March 11, 2016 • Show version history

HI,

This seem straight forward, but it is not working. Just need to know regarding specifying workflow starting rule.

I have about 15000 documents that needs metadata to be updated so i created a shortcut to a folder for all those documents that's filed away.

My idea was that a data capture can change the Metadata Doc Type and then it will update the Original Document then delete the shortcut. The field Doc Type currently is empty for some docs. The workflow just needs to delete the shortcut.

My Starting Rule is as follow.

Event Type: Entry Change

Entry Path: Equals the path the shortcuts are in

Entry Type: Equals Document Shortcut

Entry Field (DocType) is not empty.

This workflow is not kicking off.

Thanks

0 0

Replies

replied on March 11, 2016

I think your problem is that the field data does not really exist on the shortcut, but on the document.

Would something like this work for a starting rule?

Event Type: Entry Change

Entry Path: Starts With: some parent folder where all of these documents reside

Entry Field: DocType: is not empty

Entry Changes: Include: Template Field Set

User: equals: the user who will be updating the DocType

0 0

replied on March 11, 2016

Hi Gert,

For this issue I'd consider Mike's comment but instead I'd change the workflow and starting rules.

Change the Entry Path to where the real document is.

Change the Entry type to Document.

Leave everything else as is.

Go into the workflow and in the very first steps, use a search activity to retrieve the document shortcut you would like to take action on and then proceed with your workflow.

The result is whenever someone changes metadata on the document to provide a doc type, the shortcut will be found and deleted.

An analogy which helps me keep all this straight is, "A shortcut is just a teleporter to the actual document. You can place the teleporter wherever you like and change it's name, but all other actions are on the real document."

Cheers,

Carl

0 0

replied on March 13, 2016

Thanks Guys,

However the actual document resides in a folder structure with plenty of folders etc. I think best is to kick off a workflow that searches the repository in that folder structure where the shortcuts is and then if it meets certain paramaters, then delete the shortcut.

0 0

You are not allowed to follow up in this post.

Question

Question

Starting rule on Document Shortcut and not Physical document.

Replies

Sign in to reply to this post.