Email When Document is Created or Changed Template

This workflow sends an email with a Laserfiche web client link to any document that is created or changed in the 1-Important Documents folder. This workflow is useful for monitoring important but rarely updated folders, like a corporate policy folder or team goals folder. Because people rarely think to check these folders on their own, this workflow automatically notifies them of any updates.

Note: You must have the Laserfiche web client for this workflow to run successfully.

How it works

  1. The first activity creates a Laserfiche web client link to the document that was created or changed. This link is stored in a Tokens.
  2. The web client link token is inserted into the Email activity. The email uses HTML to hyperlink the word “here.” If you are unfamiliar with HTML, the important part to focus on is that the token: %(GenerateLaserficheWebClientURL_Link to Starting Entry) will be replaced by a link when the activity runs.

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 workflow, right-click the activities and select Enable.
  3. Configure the Generate WebLink URLs activity.
    1. Select the activity.
    2. In the Entry URLs property box, click the Link to Starting Entry token.
    3. Under Starting Web Client URL, type your web client starting URL.
    4. Click the Test button to ensure Workflow can find a sample entry in the web client. Click OK.
    5. Click OK again.
  4. Configure the Email activity.
    1. Type one or more email addresses in the To field.
    2. Edit the email message as desired.
    3. Click the Advanced link in the Properties Pane and click Manage e-mail servers to ensure an email server is configured for Workflow to use.
  5. Republish the workflow once you made all desired changes.
  6. In the Laserfiche Windows or web client, either create a new document in the \Workflow Templates - Test Entries\Documents to Process\1-Important Documents folder, or change a document in the same folder. Changes can include (but are not limited to) changes to templates, tags, annotations, the electronic document, and the pages of the document.
  7. Once changed, you should receive an email.

Alternatively, you can test the workflow (bypassing the starting rule) with the Run Current Workflow option in the Workflow Designer. You can run the workflow on an entry in the \Workflow Templates - Test Entries\Documents to Process\1-Important Documents folder.

Ideas to expand this workflow

Important: You do not want to use a workflow like this one to monitor frequently updated folders as that will result in an excessive number of emails.

Have people add their email addresses to a multi-value field if they want to receive updates about changes to a folder or document. Use a Retrieve Field Values activity at the top of this workflow to retrieve those names, and put the resulting token in the Email activity’s To field.

Remember to republish the workflow after making any changes.