Question

Can workflow pass a repository document to Forms 10.1 to be attached?

Forms Workflow

Updated May 30, 2016

asked on May 6, 2016

I know we can launch Forms processes from WF and that's great. We also can attach repository docs in Forms. I want to use Laserfiche's scanning tools and engine to scan and launch a WF but then pass that repository document over to Forms 10.1. If we can attach repository documents to Forms can we also automate that and push that from WF so the attachment is there at the start of the process?

If not, I suppose I can just include WA links to the document ID in notification emails from Forms since i can just pass the ID over as a token but it's a bit kludgy and work to maintain/setup. I'd like to leverage the new attachment functions in 10.1

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replied on May 7, 2016

Yeah, I don't think it's currently possible to use Forms as a way to review documents inside the repository. And I really doubt Laserfiche will develop that functionality, since it would give authenticated participants the ability to view and act on repository documents, for which you normally need a named license.

For your second issue, you could use a scheduled Workflow to periodically go into the Forms database and clear out attachments and form data that's older than a certain date. Obviously it's a risky approach, but worth experimenting with.

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replied on May 9, 2016

Yeah, I can see that Ege. I wasn't thinking in quite those terms but I could see if that functionality is there someone could bypass having full licenses and do everything in forms.

However, I still think this would be a great idea - maybe a control that allows you to view items that only works with named users? But I'm guessing it would be confusing for the end users (as if licensing isn't confusing enough! :) )

I think in the meantime we'll just include links to web access for these items in a manual DIV.

I think delving into the database is a bad idea, I'd like to see an official way to purge out old items.

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replied on May 7, 2016

I don't think workflow can attach any type of file (repository doc or other) to a file upload field.

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replied on May 7, 2016 • Show version history

I was looking for the same functionality for forms participants in a review process so that we could attach standard contracts to an approval process that is already working it's way through forms.

I also found out that apparently there is currently no way to ever clear attachments and form data out of the forms database, they are effectively in there until you delete the db. We have to rethink how we do attachments for a few proposals on this because of compliance reasons, especially if involves SS numbers like a w-4.

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replied on May 16, 2016

In Forms 10.1, if you delete an instance, all the instance related data like field data, attachments will be removed from database.

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replied on May 18, 2016

Is there a way to automate this in any way?

I'm thinking specifically of a larger human resources server with w-4's and such.

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replied on May 30, 2016 • Show version history

Hi Chris, if your Forms server is already 10.1, you can use following script to automate the deletion for instance and its related data, the sample delete the completed instance which start between '2016-05-30 00:00:00.000'and '2016-05-30 7:00:00.000', you can modify the query to delete the instances you want to delete.

-- prepare the instances ids to be deleted
DECLARE @ids Forms_IdList
INSERT INTO @ids 
select bp_instance_id from [cf_bp_main_instances] where status=2 and start_date>'2016-05-30 00:00:00.000'and start_date< '2016-05-30 7:00:00.000'

EXEC dbo.Forms_DeleteMainInstances @mainInstanceIds = @ids
GO

If your Forms server is not Forms 10.1, you can refer to the complete script for delete instance https://answers.laserfiche.com/questions/98078/Clear-Forms-Results

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Can workflow pass a repository document to Forms 10.1 to be attached?

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