How to set workflow to change the folder creation from Parties to a specific department

Hello ​@TanyaSestak 

Welcome to the DocuSign Community!

you want to dynamically create a folder based on the department selected in the intake form and move the generated document into the corresponding folder. Steps:

1. Capture the Department from the Intake Form:
You've already configured the intake form to capture the department using a .csv file. Let's assume the variable for the department selected in the form is called “HR”.

2. Create Folder Step: 
Create a folder dynamically “Department”. Do not forget the saving output.

Link: Automated Document Management Workflow Steps in Docusign CLM

3. Then use the “Copy or Move Document”:
Copy or move an existing document into a new location. Document can be copied/ moved with or without existing attributes. Once the document is generated, you can move or copy it to the appropriate department folder.

Let me know, if you need further help.

Thanks!

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Hi Pawan - first, thank you for your reply.  With the very complex workflow our implementation partner created I have started a new workflow to bypass their workflow.  I did take the workflow class and following those instructions and yours above, I have tried to get the folder to create.  Unfortunately, I keep getting a ‘failed’ on the first steps of the workflow in which the department folder is the destination of a new contract.  

I’ve attached a snip of the new workflow.  Please let me know what you think. Thanks.

Hello ​@TanyaSestak 

I can see how challenging it must be with the complex workflow from your implementation partner.

I appreciate you taking the initiative to create a new workflow to bypass the existing one. I understand the issue with the department folder failing during the first steps. Could you please share a snapshot of the failure and let me know what the error message says?

First, save the folder path of the 'Parent folder' into the text type variable, as shown in the snapshot below. Then, pass this value into the 'Create folder' step under the 'Parent folder' field.

thanks!

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Hi Pawan - attached are snips showing the steps and what I have in there as well as the error.  Thanks.

I can see, your department variable is currently empty, which is why you're seeing the error message: “Name for new folder was not specified.” If you check the snapshot you shared, you’ll see that the department value is missing.

Once you populate that correctly, the workflow should proceed without issues. Also, I noticed you're using the PartyName variable now—just make sure that one isn't empty either.

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Thanks Pawan - that completed mostly correctly in that it created the party folder within the parent folder rather than the department folder. Do I need another ‘create folder’ step?

Update to the above - I did create another step to create/find the department before creating the party folder and created a variable from the department folder to put into the step that created the party folder and it worked! Thank you so much for your help!

That's fantastic to hear! I'm so glad you were able to implement an additional step to create/find the department, it sounds like you made some great progress! 😄

I'm happy I could assist. If you run into anything else or need further help, feel free to reach out. I'm always happy to help. & if it is resolved please mark my answer as “Best Answer”. 🤝

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