I am sure this is a common Workflow routine for many Docuware installations, but I am struggling to come up with a solution. There are two possible document processing paths for our purchases, of course just keeping the basics.
Invoice -> PO Approval -> PO Creation -> Receipt Creation -> Invoice Approval (once documents are ready) -> Send Notification of Invoice Approval for Payments.
Quote -> PO Approval -> PO Creation -> Send PO to Vendor -> (wait for Receipt of goods/services) -> Create Receipt -> (wait for invoice) -> Invoice Approval -> Send Notification of Invoice Approval for Payments
I have a Field on all these documents with the PO# Reference that is Unique. I use this field to create the Document relationship for easier search.
I need a way to validate that there is a matching PO, Receipt, Invoice and Optionally a Quote that matches a specific PO before sending the approval for payment processing. I have setup a Docuware Printer to automatically index the PO number as they are added. Now I need a way to validate through a workflow that they exist. I thought about using the "Wait for event" but that activity is only for New or Changed documents. If the person clicks on "PO Created" on the workflow task after he has printed the Document, the Wait activity will not have caught the event. If I just use Wait commands, the user will not have a pending task to work the PO. Any idea how to solve the issue? Thought about creating a Validate condition on the Create PO task, but the validate condition does not allow for external data.
Any help would be appreciated.
In summary: I want to have tasks for each process and I want to validate the documents created during the task have been uploaded to docuware before finishing the workflow and sending a notification.