Assign Field Values

This activity can assign a template and field values to a Laserfiche entry. See the tokens this activity produces.

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.

  

• Template

  The Template property box determines how the activity assigns a template to a Laserfiche entry.

  Tip: Create templates in the Laserfiche Administration Console.

  

  To configure the Template property box

  1. Add the Assign Field Values 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. In the Template property box, select how you want to handle the template associated with the entry being acted on:
  • Keep the current template: Select this option if you want to keep the template, if any, that is assigned the entry being acted on.
  • Unassign the current template: This option will remove the template from the entry being acted on.
  • Assign the following template: To assign a new template to the entry, choose a template from the drop-down box. Alternatively, click the Token button (right arrow) to use tokens.

  Note: If templates may have been added or removed from the Laserfiche Server while you are designing your workflow or business process, click the Refresh link to update the list of available templates.

  Example: If you create a new template in the Laserfiche Administration Console with the Workflow Designer open, clicking Refresh will add the new template to the Assign the following template list.

  4. If you are applying or removing a template, the Remove fields from unassigned templates checkbox will become enabled. Select this checkbox if you want to remove all fields associated with the entry's starting template. If this checkbox is cleared, the template's fields will remain associated with the entry even though the template is removed.

• Field Values

  The Field Values property box determines how the activity assigns field data to a Laserfiche entry.

  Note: Templates and fields can be created in the Laserfiche Administration Console.

  

  Note: This property box is optional if you select to Unassign the current template or Assign the following template in the Template property box.

  To configure the Field Values property box

  1. Add the Assign Field Values 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. In the Properties Pane, click anywhere in the Field Values property box to open the Edit Field Value dialog box and configure a new field.

  

  4. Select Add/Remove Fields to open the Choose Fields dialog box to choose which fields you want to assign values to.

  

  • Select fields from the list that you want to assign values to.
  • Optional: To find a particular field or fields, narrow down the list of fields shown with the following options.
  • Name: Begin typing a field name to look for fields by name.
  • Template: Use the drop-down menu to display fields associated with a specific template.
  • Optional: Select or clear all fields with the Select / Clear all checkbox at the bottom of the dialog box.
  • Click OK.
  5. In the Edit Field Values dialog box, under Field Value, enter the text to be added to the field. Click the Token button (right arrow) to use tokens.
  • If the field you selected is a list field, a drop-down menu of the list values will be available by clicking the down arrow .
  • If the field you selected allows multiple values, the values to this field you add will be appended to the existing values by default.

  • Click the Append to existing values link in the If field is multi-valued column to choose to Replace existing values or to Clear all values instead.
  • The Field Value section will automatically expand to allow for additional values each time you input a value.

  

  • Delete a field value by clicking the red X.
  • Use the green up-and-down arrows to change the order in which the field values will appear in the multi-value field.

  6. Optional: To update a field after making changes to it in the Laserfiche Administration Console, right-click the Field Name or Value in the Edit Field Values dialog box and select Refresh field definition.
  7. Optional: To remove a field from this activity, right-click the Field Name or Value in the Edit Field Values dialog box and select Remove selected field. Alternatively, you can selecting the field in the Edit Field Values dialog box and pressing DELETE on your keyboard, or you can click the Add/Remove Fields button and clear the boxes next to the fields you want to remove.
  8. Click OK.

• Assign Field Values To

  To select which entry or entries an activity will act on

  1. Add the 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. In the Properties Pane, in the appropriate property box, choose which entry the activity will act on.
  • Starting Entry: The entry the workflow began with.
  • Other Entry: To choose an entry that was returned or created in a previous step in the current workflow, click the Select link and choose an entry from the Select Entry dialog box.

  Note: Some activities do not have the starting entry selected by default. If you are configuring one of these activities, click the Select link to choose an entry for the activity to act on.

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.

Tokens for Assign Field Values Activity

The Assign Field Values activity produces the following tokens.

Name	Description	Sample Syntax*
Template_Id	The ID number of the template assigned to the entry. Note: This token's value will be -1 if no template is assigned to the document.	%(AssignFieldValues_Template_Id)
Template Name	The name of the template assigned to the entry.	%(AssignFieldValues_Template Name)
Template_Name	The name of the template assigned to the entry. (Legacy format)	%(AssignFieldValues_Template_Name)
Parent	If an entry and the folder it is in (its parent folder) have the same field, this token represents the field value of the parent folder’s field. The token %(Parent:Fieldname) represents the value of a different parent field. These tokens can only be used with fields.	%(Parent)

*The "AssignFieldValues" portion of the syntax changes to match the activity's name as specified in the Activity Name property box. Note that all non-alphanumeric characters, except underscores, are removed from the name. For example, if you rename the activity Update--HR_Fields, the syntax for the Template_Id token will be %(UpdateHR_Fields_Template_Id).

Note: The legacy format is used with workflows migrated from Workflow 8.0.