Email Entry That Was Created or Changed Template

This workflow sends an email with a link to any document that is created or changed in the Policies and Procedures 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.

Learn more about workflow templates.

How it works

  1. A Find Entry activity generates a URL to the document that was created or changed. This URL is stored in a token.
  2. The URL token is inserted into the Email activity. The email uses HTML to hyperlink the word “here.”

To run this workflow template in the provided test environment

  1. Ensure the WT- Email When a Document is Changed and WT - Email When a Document is Created starting events are enabled.

    1. Navigate to the Condition page in Starting Events.
    2. Select the starting event, and click Enable in the top right.
  2. Configure the Email activity in the Workflow Designer..
    1. Type one or more email addresses in the To field.
    2. Edit the email message as desired.
  3. Republish the workflow once you made all desired changes.
  4. In your Laserfiche repository, create or change a document in the Workflow Templates - Test Entries\Human Resources\Policies and Procedures folder. Changes can include (but are not limited to) changes to templates, tags, annotations, the electronic document, and the pages of the document.

Alternatively, you can test the workflow (bypassing the starting event) with the Run Workflow button in the Workflow Designer. You can run the workflow on any entry in the Workflow Templates - Test Entries\Human Resources\Policies and Procedures 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.