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Define File Name in Workflow by Record Type

zuhair_saadat

Hi Team, currently, we can only set a file name which applies to all Record Types selectable in the Workflow. We have a use case where each Record Type may be using different fields and so it would be great to be able to define different file names by Record Type in a single Workflow. Examples:

Format: [Record Type] dated [Date] with [Counterparty]

[Master Subscription Agreement] dated [Master Subscription Agreement Effective Date] with [Counterparty]

[Order Form] dated [Order Form Effective Date] with [Counterparty]

[Amendment] dated [Amendment Effective Date] with [Counterparty]

In our instance, we don't have single `Effective Date` field, and we've consciously allowed multiple Record Types to be selected from a single Workflow for both ease of administration and improved Workflow Owner user experience.

Recognizing it's an edge case, but would be very helpful, as unfortunately we can't use a single "Effective Date" across these three Record Types, which would certainly address the issue.

To better illustrate, here is the feature I'm referring to:

^^ All Agreements completed via the Workflow follow this one format

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Comments

David_Wieseneck

Hey @zuhair_saadat

Have you considered a field called Contract Effective Date - with a IfExists type formula. This field can be used for all of the examples of the File Name, but you can turn of saving to the Repository if you don't need it.

Format: [Record Type] dated [Contract Effective Date] with [Counterparty]

zuhair_saadat

Thanks @David_Wieseneck, for the suggestion. In our workflows, we may record both [Master Subscription Agreement Effective Date] & [Order Form Effective Date] in the same workflow (i.e. an MSA may have Order Form(s) attached, with different effective dates), so the IfExists formula would have to be complicated to accommodate this use case. For simplicity, we're using Agreement Date so we can at least identify our records by date within reason (fully understanding Agreement Date, or signature date, does not always correspond with Effective Date for reporting purposes).

Thanks for the tip; previously we'd been focused on using formulas for the front-end (the launch form and its corresponding document generation) but good to know we can also employ formulas for back-end administration as well.