Find Entry

This activity finds a Laserfiche entry and makes it available to other activities in your workflow definition. More information. See the tokens this activity produces.

How does this activity look in the Designer Pane?

To add this activity to a workflow definition

• Drag it from the Toolbox Pane and drop it in the Designer Pane.

To configure this activity

Select the activity in the Designer Pane to configure the following property boxes in the Properties Pane.

• Activity Name

  Once added to a workflow definition, the default name of an activity can be changed. Providing a custom name for an activity helps you remember the role it plays.

  To name an activity

  1. Add an activity to your workflow by dragging it from the Toolbox Pane and dropping it in the Designer Pane.
  2. Select the activity in the Designer Pane.
  3. Under Activity Name in the Properties Pane, replace the default name.

  

  Note: Activity names cannot be the same as any other activity name in the workflow, they cannot be the same as the workflow's name, they must be less than 100 characters, they must contain at least one alphanumeric character, they cannot be "Name," and they cannot be the same as the activity's runtime type (which is usually only an issue with custom activities).

• Activity Description

  Use the Activity Description to provide descriptive text to help you remember the role that the activity plays in the workflow. All activities contain a default description that you can modify while constructing your workflow.

  To modify an activity description

  1. Add an activity to your workflow by dragging it from the Toolbox Pane and dropping it in the Designer Pane.
  2. Select the activity in the Designer Pane.
  3. Under Activity Description in the Properties Pane, replace the default description.

  

• Entry to Find

  The Entry To Find property box determines where the Find Entry activity looks for an entry.

  Note: If you want to return only a collection of entries, rather than an individual entry, use the Find Entries activity.

  

  To configure Entry To Find

  1. Add the Find Entry activity to your workflow definition by dragging it from the Toolbox Pane and dropping it in the Designer Pane.
  2. Select the activity in the Designer Pane.
  3. Under Entry To Find in the Properties Pane, determine how you want to find an entry.

  To find an entry based on its ID number

  All documents, folders and shortcuts stored in a Laserfiche repository are assigned a Laserfiche Entry ID number. If you choose to find an entry based on an ID number, you can change the entry's path and the Find Entry activity will still be able to locate the entry.

  1. Select with ID.
  2. Type an ID number, or click the Browse button (ellipsis) to browse to an entry with the Browse Laserfiche Entries dialog box. Alternatively, click the Token button (right arrow) to use tokens.

  To find an entry based on its location in a repository

  If you choose this option, the entry must stay at the specified location for the activity to run correctly.

  1. Select at.
  2. Type a location path, or click the Browse button (ellipsis) to open the Browse Laserfiche Entries dialog box. Alternatively, click the Token button (right arrow) to use tokens. You can only enter a destination within the Laserfiche repository selected in the Connection Profile.
  4. Optional: If the entry you select is a shortcut, you can choose to either return the shortcut or the entry the shortcut references. By default, the activity will return the shortcut, unless you select If the entry is a shortcut, use the document or folder that it references.
• Additional Properties

  Use the Additional Properties property box to retrieve additional properties about the entry.

  Warning: You can retrieve only one event date from a record. If the record has multiple event dates, the events will be ordered according to their assigned dates, and Workflow will retrieve the first date in that order. The ordering happens with blank event dates being first, followed by non-empty event dates going from later dates to earlier dates. For example, if there are multiple events and any of the events has a blank date, Workflow will retrieve a blank date. If there are multiple events and they all have non-empty dates, Workflow will retrieve the latest date among them.

  To retrieve additional properties

  1. Click the Additional Properties property box to load the Select Additional Properties dialog box.
  2. Select the check box next to each desired property. Selected properties are available to subsequent Workflow activities as tokens.
• Fields

  Use the Fields property box to retrieve field data from the found entry. Configure the Fields to retrieve

• Reporting Options

  Click the Advanced button at the top of the Properties Pane to view and configure reporting options.

  This advanced property box lets you specify what information about the Find Entry activity will be recorded in the Messages tab and Entries tab of the instance details.

  To configure Reporting Options

  1. Add the Find Entry activity to your workflow definition by dragging it from the Toolbox Pane and dropping it in the Designer Pane.
  2. Select the activity in the Designer Pane.
  3. Click the Advanced button at the top of the Properties Pane.
  4. Under Reporting Options , select or clear the following options.

  

  • Report a warning if no entry is found: Select this option to report a warning in the instance details if the activity does not find an entry. Clear this option to not report a warning in this situation. You might not want to report a warning if you expect this activity to not find the entry; for example, if you are only using this activity to check whether an entry exists.
  • List entry in workflow instance details: Select this option to add the found entry to the list of entries in the Entries tab of the instance details. If you don't need to know what entry the activity finds (for example, if you are running a maintenance workflow), you can clear this option to not record that information.

Note: If you have more than one connection profile for your workflow definition, the Connection Profile property box lets you specify which connection profile this activity will use.