Short answer: Yes.
DW Support responded thusly:
After some testing and confirmation on our end, there are two ways we could find.
Set auto index job to use file cabinet for processing list.
Set auto index job to use "Use all data records for indexing" with the multiple matches option.
Create .csv that would have multiple lines with the same match code. the multiple lines would just need the match code and the value for the keyword filled out.
This would require good filters on the cabinet side of the AIX job if it is a large cabinet as well. See below for example of csv setup.
2,Customer 2, 11111
This is very easy to set up too.
Created a text file with multiple sections for the same keyword field. In this case Invoice#,Invoice#2,Invoice#3,etc.
Then I created one AI job that populates all fields. This AI job points to the first Invoice# section in the text file.
Then I copied that job and modified it to not populate any fields except for the Invoice# using the second Invoice#2 section of the text file.
Then I repeated this for the third Invoice#3 section. And so on.
Run all three jobs and you should get the results I wanted.
Yup, you got it. And you can hard-code the GUID of your file cabinet in place of the 340b40a6-d8a8-4a37-9d47-2eeb0914aae1
Can I use AutoIndex to add multiple values to a keyword field? I tried formatting the data with a comma between the values as well as with a space but in both cases it just added them as a single keyword entry.
Hi Jalila, I also had a hard time figuring out how to configure the number groups - they can also be used without forms so the configuration area is not actually in the forms area but in the file cabinet dialog itself. They're setup in the store dialog that you're using with the form so you'll need to go into the file cabinet settings, find the store dialog you're using, and then find the field. When you set the 'Predefined Entry' of the field to "Automatic Numbering" you'll see the bottom of the panel change so you can setup and configure a number group.
Hi Casey, this is definitely doable with workflow. You're probably putting the new document in the list by updating an index field, right? Well, to switch it around, you'd just need to use an Assign Data to update the index field on the existing document instead of the one in the workflow. To do that you pick "File Cabinet" in the 'Destination type' column of the Assign Data and then in the 'Field/Variable' column you use the statement-builder to identify the existing document (maybe you grabbed it's DocId in the step where you looked for a duplicate?), and then you proceed from there by updating it to your fixed entry.
That should hopefully get you started - let me know if I've confused things more or it's not working for some reason.
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:
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.
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.
Here's the resolution from DW Support: The workflow instance, when faulted, retries 5 times, and upon the 5th failure will move down the error path. The interval between attempts is set at a value of 2 minutes for Cloud systems, but for on-premise this value, along with the number of retries, can be changed in "C:\Program Files\DocuWare\Background Process Service\DocuWare.BackgroundProcessService.LongLiving.GenericProcess.exe.config"
I'm using an 'Assign Data' step in the workflow and it's generating an error but it's not going down the red 'Error' path in the workflow, it just says "faulted". I've found and corrected the source of the error but am wondering what errors the red 'Error' path will trap - does anyone know? I have yet to produce an error that will actually use the Error path so I'm wondering what it's for.
I've found that the 'Is (where clause)' is fairly restricted and not very well documented - sometimes you can use it like a regular SQL statement and sometimes you can't. I know that you can do what you want if you switch it to use a SQL statement instead of the rules editor and the only helpful note I have is that you need to use the fully-resolved server name, like this:
<server name>.dwdata.dbo.<database table name>
Here's an example from one of my development VMs that references a DocuWare file cabinet called Employee Files. This is filtering the available documents to those that have the same Facility as what's listed for the currently logged-in user (the Employee Files cabinet has fields called First Name and Last Name):
[FACILITY] = (SELECT Facility FROM [desktop-d89t57g].dwdata.dbo.EMPLOYEE_FILES as EMPF WHERE EMPF.[FIRST_NAME] + ' ' + EMPF.[LAST_NAME] = CURRENTUSERLONGNAME())
Of course, this will only work in an on-premise system because you can't use SQL statements in a cloud system.