Workflow Related Document Processing

[Dominique_Clack]

Hello, I am currently working on a workflow that is processing a course form primary document with multiple related documents of liability forms. The related docs have a month and year keyword that I turn into a date using expressions and lastly into a date keyword (EX. June 2023 becomes 06/02/2023).  

I add the liability form date keywords to the primary document and the problem arises when I am trying to evaluate multiple related documents based on the date created. I have implemented the rule “check date keyword” rule to check the liability form date KW against itself, and if D1 comes before D2, it should delete the older keyword and the newer keyword should be placed on the primary document. This works well with only2 documents but with 3+ related documents, the workflow continues to cycle through the rest of related documents and adds those keywords as well. Below are a few screenshots to show how the process is working currently.

 

This screenshot above represents the solution attempt, the first rule “Liability Forms Exists?” is working on the related document of liability form while the second rule, “Compare Liability Form Date Keywords” is working on the primary document of course form. 

This screenshot above shows the results of the keywords after the logic above is ran. Ideally the older “CEPP Most Recent Insurance Date” KW would not appear and only the newest date would appear. Any help, suggestions, or tips is appreciated. The only thing I can think of to assist with the processing of multiple related documents in this manner is the “break processing” rule but I am not too sure where the best spot for this rule would be. 

[George_Sialmas · Accepted solution]

@Dominique Clackum Instead of using the “check date keyword” rule, what if you use an expression to compare the two dates? Just a thought.

Respectfully,

George

[Pam_Thomas · Accepted solution]

@George Sialmas 

I am pretty sure the "CEPP Most Recent Insurance Date" on the Primary doc should be a copied property or KW value from the evaluation of the Related Items "CEPP Most Recent Insurance Date". We only want one value, the greatest or most recent date.  I apologize but we have tried so many different things, it's confusing at this point. But let me see if I can break it down better. I have a feeling I'm doing a terrible job of explaining.

Primary Doc:  CEPP - FEXP Course Form (Unity Form - created by a DIP from a data feed file)

Related Doc: Insurance Liability - may have multiple documents in OnBase
                           Insurance Liability KT - Month
                           Insurance Liability KT - Year

propTest = Conversion of Month KT by expression IIF(%K00129 ="JANUARY";"01"; for every month-K00129=Month

prop2 = Setting a Date via expression Date(%K00130;%VpropTest;02) to get a date of ex: 01/02/2024-K00130=Year 
This is all to get a valid date to complete further evaluation.

Now we need to cycle through all of the Insurance Liability docs (Related docs) to find the one with the most current date that should be stored as propLiabilityNewest. This propLiabilityNewest  we need to do one of the following:

1 - Set as a keyword "CEPP Most Recent Insurance Date" KT on the Related doc then copy to the Primary Doc

or

2 - Use the property to just set the "CEPP Most Recent Insurance Date" KT on the Primary Doc

In the end, the Most Recent Date from the evaluation of all of the Insurance Liability documents (Related docs) should be on the Primary Doc for further evaluation.  One date, not multiple.  We need the greatest Date from the Month / Year keywords from the Related Docs to be passed to the Primary Doc.

Then we'll do the next evaluation of the Term to the "CEPP Most Recent Insurance Date" on the Primary Doc to find the status we'll set of Renew, Exception, or Pass

Our problem is with doing the evaluation of multiple Related documents to get the greatest date, then passing it to the Primary doc to complete further evaluations, whether that be by keyword or property, whichever works best. 

*Our properties will be renamed, we're just trying to get this working right now. 

I hope that is a better explanation.  We want to evaluate multiple related items to get one date value (the greatest or newest date) to pass to our primary document.   

Related docs

ex:  Insurance Liability 1 = May 2025

        Insurance Liability 2 = Sept 2026

        Insurance Liability 3 = April 2024

        Insurance Liability 4 = Jan 2023

We want it to pass the Sept 2026 date from our Related doc to our Primary doc in this case.

[George_Sialmas · Accepted solution]

@Dominique Clackum Instead of using the “check date keyword” rule, what if you use an expression to compare the two dates? Just a thought.

Respectfully,

George

[Dominique_Clack]

Thanks George, I tried to add both the Liability form date KW and most recent date KW to my primiary document of course form using the "set property to expression" rule. This is my expression with K00254 being the Liability date KW and K00256 being the most recent insurance date keyword. 

iif(%K00254 > %K00256;
%K00254;%K00256)

I was hoping this expression would evaluate if the Liability form date KW is more recent than the most recent date KW, then set the property to the to the Liability form date KW and if it is not, it would continue to be the most recent insurance date KW. 

The only problem I ran into with this seems to be working with multiple keyword instances with different values on the same document. My expression is evaluated as an array or list of these KWs instead of being individually evaluated. Would you happen to have any ideas to make each individual keyword be evaluated instead of combined as a list?

Here is a picture below of the array from the On-Demand Diagnostics:

[George_Sialmas]

@Dominique Clackum Without knowing your solution and how it is configured or the business use case, why are there multiple date keyword type instances on the same document?

Regards,

George

[Pam_Thomas]

Hi George,

  Dominique is OOO at the current time so I'll see if I can explain.  This is a process to determine if a students Insurance Liability is good for the semester or requires renewal.  We are checking for a valid date on a liability doc (which is the related item to the Review Form - Unity form) and there could be multiple liability docs in OB.  We need to check the Related Items to obtain the most up-to-date liability doc date - We have a Month & Year keyword on the related item (these are separate keywords) and then convert that to a date.  We need to capture the newest dated related item as a property and then copy that property to the Review Form to compare that date to the current term to determine if the insurance liability has to be renewed.  It will either require renewal, be an exception to be reviewed, or it will be good and can complete the process.  We are trying a new way now under the rule ?Compare Liability Forms which is set to Use Related Items for Tasks.   Basically, we have to evaluate all related item docs to get a date property, then use that property to complete another evaluation against the Unity Form driving the workflow to determine renewal or not.

  I hope that makes sense.

Thanks!

Pam