Create Shortcut Template

When a document with a value in the “Workflow Templates: Name” field is moved to the Documents to Distribute folder, the workflow creates shortcuts to the document in different folders. It also moves the original document to a storage folder.

How it works

  1. The workflow uses the Retrieve Field Values activity to get the name stored in the “Workflow Templates: Name” field of the entry’s metadata.
  2. The Parallel activity runs each branch at exactly the same time.
    • 1st branch: The Move Entry activity sends a shortcut to the Accounting folder.
    • 2nd branch: The Move Entry activity uses the Retrieve Field Values’ “Workflow Templates: Name” token to send a shortcut to a specific employee folder. (If no folder exists for that employee, it will be created.)
    • 3rd branch: The Move Entry activity moves the entry to the Storage folder.

To run this workflow template in the provided test environment

  1. Ensure the workflow’s starting rule is enabled in the Workflow Rule Manager.
  2. In the Laserfiche Windows or web client, right-click an entry and select Metadata. The “Distribute me” documents are good documents to use with this template.
  3. In the Metadata dialog box, choose a value for the “Workflow Templates: Name” field and click OK.
  4. Move the entry into the \Workflow Templates - Test Entries\Documents to Process\Documents to Distribute folder.
  5. Shortcuts can be found in the Accounting and Employee folders (according to the “Workflow Templates: Name” field). The original document is in the Storage folder.

Alternatively, you can test the workflow (bypassing the starting rule) with the Run Current Workflow option in the Workflow Designer. You can test this workflow on a “Distribute me” document in the Workflow Templates - Test Entries folder.

Ideas to expand this workflow

You can change the folders the shortcuts are put into, add more branches to the Parallel activity to distribute the shortcuts more widely, or use a Query Data activity to route the shortcuts based on information in your database.

Remember to republish the workflow after making any changes.