Hi Tracy Fleming,
given, that you want to do this with Workflow Manager (Autoindex would it also and probably easier and faster) but I assume, you just have Workflow Manager available.
- Create an additional field in your File Cabinet (e.g. Store Date Status)
- Create a Workflow with following trigger conditions
- Start new workflow if index entries of the document were changed
- In "before index modification" add
"Store Date Status" is empty
- In "after index modification" add
"Store Date Status" equals "Empty"
- Create one variable in Workflow as a date variable
- Workflow just needs one activity "Assign data" which does the following
- Fill the date variable with the system field "Store date"
- Fill your custom store date field with the variable
- Fill the field "Store Date Status" with "Filled"
- Open DocuWare and make a search in your file cabinet with all entries where your custom store date field has content (e.g. by entering a date far in the past and a date in the future)
- Change the index entries in field "Store Date Status" for all these documents to "Filled"
In the 3 dots menu at the top of the result list there is an option "Change index entries for all documents"
- Do a second search for the field "Store Date Status" for empty fields by entering "EMPTY()" into the search field
- Change the index entries in the field for all the documents to "Empty" --> This will trigger the workflow
- After all documents have been changed you can delete your "Store Date Status" field and the workflow, to clean up.
Setting this up will probably not take more than 20 minutes, but depending on the amount of documents the index change and the workflow might take a while and the Workflow could take up some performance. I recommend you test this first by changing only a few index entries, then maybe 100 entries (one page of the result list) or even do all this in batches e.g. by date. And maybe do it outside of business hours.
Teams Leader Product Management