Quote from ab_nj_it on April 16, 2024, 6:19 pm

Hi All

Does anyone have input on these processes I am hoping to achieve?

 

Thanks

 

Quote from supportTeam on April 17, 2024, 3:53 pm

Hi @ab_nj_it,

Please find steps to achieve this use case:

1. Create a single line of text column ‘FolderName’ in the document library.
2. For new documents uploaded to ‘Policies’ folder: Navigate to library settings > Column default value settings > Select ‘Policies’ folder > Set “Policies” as default value for ‘FolderName’ column.
3. For existing documents in ‘Policies’ folder: Configure a custom action > Enable it to run for multiple items > Configure an update item action > Add column mapping for ‘FolderName’ column > Map it with “Policies” value > Publish the custom action.
4. Select all the items that are in ‘Policies’ folder in the document library > Execute the custom action.
5. Create a person or group column ‘StaffGroup’ in the document library.
6. Create a custom list ‘Acknowledgements’ to create acknowledgement items > Create following columns:
   1. Lookup column ‘Policy’ pointing to the document library.
   2. Yes/No type column ‘Read’ with ‘No’ as default value.
   3. Person or group column ‘FullName’.
7. Workflow 1: Create tasks on policy changes
   1. Configure a workflow on ‘an item is created/modified (async)’ event on ‘Documents’ library > Get Item(s) From ‘Query Builder’ > Add condition: ‘FolderName’ “equal” ‘Policies’ > Scope: ‘RecursiveAll’.
   2. Configure an empty variable ‘varNITROstaffMembers’.
   3. Action 1: Configure an update list item action > Add column mapping for ‘StaffGroup’ column > Map it with “~~$parseuservalue("StaffGroupName")~~” using the expression builder.
   4. Action 2: Configure set variable action > Add variable mapping for ‘varNITROstaffMembers’ variable > Map it with “~~$getgroupmembers("email", "", [StaffGroup], "array")~~” using the expression builder. Please refer to https://www.crowcanyon.help/article/706/ article for details.
   5. Action 3: Configure ‘Loop Control’ "Run loop for all members" > Select ‘Variable Collection’ loop type > Select ‘varNITROstaffMembers’ variable. Please refer to https://www.crowcanyon.help/article/696/ article for details. ‘Action 3’ and ‘Action 4’ will be in loop.
   6. Action 4: Configure a create item action > Run for current item > Select ‘Acknowledgements’ as the target list > Add following column mappings > Publish the NITRO Workflow.

Column name	Column Type	Column value
Title	Single line of text	[Name|FileLeafRef]
FullName	Person or group	~~$parseuservalue($getiterationvalue(LoopControl#[Run loop for all members], "currentValue"))~~
Policy	Lookup	[ID|ID]

 

8. Workflow 2: Notify on policy changes
   1. Configure a workflow on ‘an item is created’ event on ‘Acknowledgements’ list.
   2. Action 1: Configure a ‘Send Mail’ action to notify users > Configure a mail template > Include updated policy link and acknowledgement item link using ‘Insert hyperlink’. Please refer to https://www.crowcanyon.help/article/729/ sample article for details.
   3. Sample policy link: https://contoso.sharepoint.com/sites/HR/Shared%20Documents/Policies/[[Policy::FileLeafRef||Policy::Name]]
   4. Sample acknowledgement item link: https://contoso.sharepoint.com/sites/HR/SitePages/CCSEditForm.aspx?ListID=93c1345b-ec2f-4d69-8cac-5f36109e9d4b&ItemID=[[ID||ID]]
   5. User will open the acknowledgement item link > Mark ‘Read’ column as ‘Yes’ after reading the policy.
   6. Specify ‘FullName’ column in the recipients (To) section.
   7. Publish the NITRO Workflow.

 

9. Workflow 3: Notify manager when user reads the policy
   1. Configure a workflow on ‘an item is modified’ event on ‘Acknowledgements’ list.
   2. Add a condition: ‘Read’ “equal” ‘afterchange:Yes’
   3. Action 1: Configure a ‘Send Mail’ action to notify manager when a user reads and acknowledges the policy.
   4. Configure a mail template > Include item link placeholder in the mail template.
   5. Specify manager’s address in the recipients (To) section.
   6. Publish the NITRO Workflow.

Quote from ab_nj_it on April 18, 2024, 7:35 pm

Thank you for the comprehensive reply!

Another reason to love Crow Canyon!

 

I will update after I work through and test.

 

Cheers