Using Workflow Templates

Each template is a fully-functional workflow that automates a common process. Some run behind the scenes to keep your repository organized, and others are advance processes that require user interaction.

Download the Workflow Templates.

You can use these templates as:

  • A starting point for your own workflows. These templates are configured to work with the documents in the Workflow Templates – Test Entries briefcase. You can change the paths, metadata, and other repository specific details in the workflow so that they run with your repository configuration.
  • Hands-on learning tools. The templates demonstrate common workflow concepts and activity combinations. Examine the activities in the templates and then run the templates to see how the activities work. Make small changes to the templates, republish them, and watch how your changes affect the workflows’ actions.
  • An entry point to other workflow help resources. Each activity and option in Workflow is fully documented in the online help files, white papers, and videos. Select an activity and click the help button to learn more about the activity. Alternatively, press F1 at any point to open the help files. For help with bigger picture tasks see the Troubleshooting Checklist.

The templates will run with minimal or no extra configuration in the folders in the briefcase. If you import the templates without the accompanying briefcase, be aware that you must manually configure the paths, metadata, and starting rules before the workflows will run successfully in your repository. We recommend importing the briefcase and running the templates at least once to get an idea of how they work before configuring them to work with your specific entries and metadata.

Importing Laserfiche Briefcases and Workflow templates

The Workflow templates are configured to run with the entries and metadata contained in the Workflow Templates – Test Entries briefcase. While you can edit the Workflow templates to run in any repository configuration, we recommend trying them first with the entries and metadata in the briefcase before editing them to fit your configuration.

Requirements

Before using Workflow templates, the following requirements must be met:

  • Laserfiche Workflow 10 or later must be installed and configured for your setup. For more information, see the Workflow Installation and Setup Overview help file.
  • Workflow must have a connection profile that provides Workflow access to your repository and that specifies a Workflow user that has permission to make change in your repository on behalf of workflow. Learn more about connection profiles and the Workflow user.
  • The Laserfiche Windows or web client must be installed and configured for your setup. For more information, see the Laserfiche Installation help file.
  • You must be able to log into the Laserfiche Windows or web client as a user who has the following rights to the entries in the Workflow Templates – Test Entries folder (imported in the next step): the Import feature right and the Browse, Read, Write Metadata, Annotate, Create Documents, and Create Folders entry access rights.

Importing the Workflow Templates - Test Entries briefcase

The Workflow templates come with a Workflow Templates - Test Entries briefcase filled with folders, documents, and Laserfiche metadata. This briefcase functions as a miniature test environment, allowing you to run workflow templates and see how they interact with Laserfiche entries, metadata, and users without interfering with your production environment.

Note: Importing the Workflow Templates - Test Entries briefcase will import a Laserfiche template, called Workflow Templates, and its corresponding fields. The fields are named according to the format: Workflow Templates: Field Name. If desired, you can hide this template from other users using template access rights.

To import the Workflow Templates - Test Entries briefcase

  1. In the Laserfiche Windows or web client, open the Laserfiche repository where your workflow templates will run.
  2. Browse to the Workflow Templates - Test Entries briefcase in the Workflow Templates package you downloaded from the support site.
  3. Drag the briefcase into the root level of the repository.
  4. In the Import Briefcase dialog box, ensure the root folder of your repository is listed, and click OK.

    5. Important: If you import the briefcase into a subfolder, you will need to change the paths in the Workflow templates and starting events for the workflow templates to run.

  5. The template selection dialog box will appear informing you that the Workflow Templates template will be created in the repository. Click OK.
  6. Once the import is complete, the Workflow Templates - Test Entries briefcase is ready for workflows to be run.
  7. Configure security on the Workflow Templates – Test Entries folder. If you want to work with the templates without interference from other users, you may want to only give yourself and the Workflow user access to this portion of the repository. Learn more about Laserfiche security.

Importing the Workflow templates

Upon correctly importing the workflow templates, they will be active on your Workflow Server and will be ready to interact with entries imported into your Laserfiche repository from the Workflow Templates - Test Entries briefcase.

To import the Workflow templates

  1. Open the Laserfiche Workflow Designer.
  2. If this is your first time using the Workflow Designer, a Choose Workflow Server dialog box will appear. Type the name of your Workflow Server or select it from the drop-down menu. Learn more about the Workflow Designer User Interface.
  3. From the Workflow menu, select Import Workflow.
  4. Browse to and select the Template – Approve or Deny.wfi file in the package you downloaded from the Business Process Library. Click Open.
  5. The Workflow Import Wizard will open. Click Next.
  6. In the Update Connection Profiles step, select the connection profile that workflows will use when interacting with the Laserfiche repository that will host the Workflow Templates - Test Entries briefcase. A connection profile is the Laserfiche Server and repository you want the workflow to run on, as well as the user Workflow will use to interact with the repository. The templates have a default connection profile (called CaseManage) that you must replace before the templates will run correctly with your Laserfiche Server. If you need to create a new connection profile, click Manage from the New Connection Profile drop-down; to learn more about managing your connection profiles, see the Importing and Exporting. Click Next.

    7. Note: Make sure the user you assign to the connection profile has sufficient rights to move and create documents in the Workflow Templates - Test Entries folders. Note that this should be a generic Workflow user, not your personal user account.

  7. The Workflows to Import step lists each workflow being imported and the publishing options for each. Select to Publish the workflows, then click Next.
  8. In the Starting Rules to Import step, select a workflow to view its rules. Choose Enable to enable the starting rules upon publishing. Click Next.

    9. Tip: For a workflow to run when a condition is met or on a schedule, it must have an enabled starting rule. You can either enable the starting rules at this step so that the templates are ready to go when the import finishes, or you can enable the starting rules later from the Rule Manager.

  9. Confirm the correct connection profile has been selected and that the workflow templates are set to be published, and then click Finish to begin the import.
  10. A dialog box will prompt a successful import. Click OK.
  11. View the imported workflow by opening the Rule Manager Pane. If the Rule Manager is not already available as a tab in the Workflow Designer, open it from the View menu. The template will be listed, along with any of your current workflows, in the All Workflows folder. When you select the workflow, you can see its rules in the pane to the right. The naming scheme for the starting rules is “Template - Rule Name.”
  12. You are now ready to work with the workflow templates.

Tip: The template has workflow and activity descriptions that guide you through the template and provide tips for how to customize it. If descriptions are turned off in your Workflow Designer, turn them on by right-clicking on the Workflow canvas (not on or in any activity), pointing to Description Options, and ensuring Show description and Show descriptions by default options are selected under For this workflow and For all activities respectively.

Using the templates

The template workflows interact with entries in the Workflow Templates – Test Entries folder of your repository. Ensure the briefcase and templates have been imported successfully before interacting with the workflow templates.

Learn more about the using individual templates here:

If you want to customize the templates for your own use, you will need to edit them to reflect your specific business process needs. Here are tips to keep in mind when turning a template into a production workflow:

  • Define and diagram your business process before building a workflow. Ensure everyone who is involved in the process is on board with the proposed automation. Additionally, map out all the details and exceptions that need to be accounted for in your process. Running workflows that do not fit the expectations of the people involved only creates confusion and frustration. To learn more about mapping your process, see the Defining and Diagramming Business Processes white paper on the Laserfiche Support Site.
  • Configure the activities to use your repository’s metadata and folder structure. Select each activity, and from the properties pane, browse your repository to select the fields, templates, tags, and paths that match your specific needs.

Rename and republish

After you make all desired changes to the template, change the workflow’s name and Publishing a Workflow or Business Process it as a new workflow. You can attach the condition and schedule starting events from the template to your newly created workflow, or you can create your own starting events.

Troubleshooting

If your workflows are not running or not running as you expected, check out the following resources.