Rename and Move Template

This workflow renames and files new entries, enforcing a consistent naming and folder structure in your repository.

First the workflow gets the invoice number and vendor name from the fields on a new invoice. Then it renames the invoice using the invoice number and moves the invoice into the vendor’s folder. (It creates the vendor’s folder if one doesn’t already exist.)

How it works

  1. This workflow uses a Retrieve Field Values activity to get the values in the “Workflow Templates: Invoice Number” and “Workflow Templates: Vendor Name” fields from the new entry.
  2. The resulting “Workflow Templates: Invoice Number” token is used in a Rename Entry activity to rename the entry.
  3. The “Workflow Templates: Vendor Name” token is used in a Move Entry activity to move the new entry to the appropriate vendor folder. Note that the vendor folder will be created if it doesn’t already exist.

To run this workflow template in the provided test environment

This workflow runs when its condition starting rules is met: When an entry is created with values in the “Workflow Templates: Invoice Number” and “Workflow Templates: Vendor Name” fields.

  1. Ensure its starting rule is enabled in the Workflow Rule Manager.
  2. In the Laserfiche Windows client or web access, create a document in the Workflow Templates - Test Entries folder.
  3. During the document creation process, assign the document the Workflow Templates template.
  4. Provide values for the “Workflow Templates: Invoice Number” and “Workflow Templates: Vendor Name” fields.
  5. The document will be renamed using the “Workflow Templates: Invoice Number” value and moved to a newly created vendor folder under \Workflow Templates - Test Entries\Sales\Invoices\Vendors\.

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 the New Invoice document in the \Workflow Templates - Test Entries\Sales\Invoices folder.

Ideas to expand this workflow

You can edit this workflow to rename other types of documents (such as employee records, contracts, and applications) by changing the field values retrieved and the tokens used in the Rename Entry and Move Entry activities.

If the information needed to rename and store documents is stored in a database, add a Query Data activity to retrieve that information.

Remember to republish the workflow after making any changes.