Posted Mon, 20 Dec 2021 21:46:14 GMT by James Eubanks ATS 1
If you build a notification you can have it send the team an email that contains the link to the document that is stored. Is there a way to build into a workflow the same functionality so that I can send it to a shared inbox without having to add the user into docuware? I have the email setup so that it will include the document as an attachment but we would prefer to have it just send a link to the document automatically to ensure security.
Posted Mon, 20 Dec 2021 21:58:03 GMT by Jon Weston File IT Solutions Sr Application Developer and RIM specialist
You can use the email action in a workflow to send an email to a specific email address (eg. a shared inbox) by just putting that email address into the "To" field instead of picking a user or role.  Doing this gives you the ability to attach the document to the email, but if you wanted to include a link to the document you'd have to build a string in the workflow that is the document's link and then include that in the email notification (generating the link isn't done automatically).  Keep in mind that if you include a link to the document then it will only be accessible to users of DocuWare so you wouldn't be able to use this method if you didn't want to add the users into DocuWare.
Posted Mon, 20 Dec 2021 22:04:23 GMT by James Eubanks ATS 1
So we have a form being submitted and when that document is stored it kicks off the workflow that does exactly what the beginning of your post says, sends an email to the shared inbox containing the document. There isn't a way to have a workflow build a document link and then attach that to a variable that I can then input into the body portion of the email workflow? We are not concerned about having to login to view it. If it cannot be done that is ok, but it would be nice if we could get functionality for that added someday.
Posted Mon, 20 Dec 2021 22:16:56 GMT by Jon Weston File IT Solutions Sr Application Developer and RIM specialist
Yup, you can use workflow to build the document link - it's not too hard (I did it again last week).  If you grab any document in your system and use the 'Get document link' function and then reverse-engineer that you can assign it to a variable which you can subsequently use in an email notification.  For example, here's a document link from my system:

http://westontest-pc/DocuWare/Platform/WebClient/f31e9b66-0e61-4b7f-a3e8-dc016bf1ae08/Integration?fc=340b40a6-d8a8-4a37-9d47-2eeb0914aae1&did=804&p=V

The "804" you see after the "did=" is the DocId so all you have to do is replace that with the DocId of the document that's in the workflow (using an arithmetic expression in an 'Assign data' step) and there you go.
Posted Wed, 12 Jan 2022 22:22:20 GMT by Scott Roberts Xerox Systems Admin
Jon,
Are you storing the doc id in a variable and then putting the variable name in place of "804"? I am trying to understand how to avoid hard coding the doc id in the link. 
Thanks in advance!
Posted Wed, 12 Jan 2022 22:49:56 GMT by Jon Weston File IT Solutions Sr Application Developer and RIM specialist
Yup, you got it.  And you can hard-code the GUID of your file cabinet in place of the 340b40a6-d8a8-4a37-9d47-2eeb0914aae1

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