EMP-Document Return Workflow Documentation and End-User Guide

EMP-Document Return — Workflow Documentation

📘 End-User Guide

For staff who need to know what this workflow does — not how it works.

What This Workflow Does

This workflow handles returning an employee document from the work queue back to its permanent department folder. It figures out which department "owns" the document (HR, Payroll, Benefits, Workers' Comp, or Transportation) based on the document's security setting, checks whether a supervisor needs to approve the return first, and then moves the document and emails the requester once it's done.

When It Runs

It doesn't run on a schedule — it's a business process that starts on demand, either from a form or when a user invokes it directly on a document entry in Laserfiche.

Workflow Setup

Follow the this scribe guide to setup your Laserfiche Repository Application so that you may run the workflow through the Laserfiche Repository Applicaiton: Open the Scribe Guide

Once you have it setup within the Laserfiche Repository Application you should always be able to view and run this workflow.

What It Requires

• ✅ A document already in the Laserfiche Repository — the entry must be located somewhere in the repository for the workflow to find and act on it.

• ✅ Document Type / Document Description fields — used to look up the document's retention/security code and, in some cases (HR,PAY), override which department it belongs to.

• ✅ A recognizable Security value — the document's Security field should contain one of HR, HRADMIN, PAY, BEN, BENLEAVE, or TRN so it can be routed automatically.

Step by Step: What Happens

1. Duplicate check — If the document is already sitting in the work queue, you'll get an email telling you it's already there (with a path and Entry ID) instead of the workflow running again.

2. Look up the document — The workflow finds the entry and pulls its date, description, type, employee ID, and last name.

3. Look up the retention/security code — A shared lookup workflow determines the document's security classification based on its template and document type.

4. Special case for Pay-related forms — If the document's description matches certain payroll-related forms (like Pay Method Selection, W-4, Direct Deposit, TRS Membership Info, or Annual Tax Form Delivery), it's routed to Payroll security even if the retention lookup said something else. Otherwise it defaults to HR.

5. Check who's completing this — If you (the person completing the return) are the same person who originally created the document (meaning you used snapshot or scanned the document directly into Laserfiche), approval is automatic.

6. Supervisor approval (if required) — If approval is still needed, you'll get an email saying approval is required, and a separate approval form is sent to your supervisor.

7. Approval not required — If no approval is needed, the workflow moves the document straight to the correct department's 'zzDocument Return' folder (HR, Payroll, Benefits, Workers' Comp, or Transportation, based on the security code).

8. Shared department documents — If a document's security spans multiple departments in a way the workflow can't cleanly resolve, it isn't moved — you'll receive an email that says "could not move because it's shared between departments."

9. Final confirmation email — Once the routing is decided, you'll get one of two emails: confirmation that the document moved successfully, or a notice that it didn't complete.

Edge Cases

⚠️ Document Already in Work Queue If the document you're trying to return is already sitting in the work queue, the workflow stops immediately and emails you the exact path and Entry ID so you can locate and re-file it yourself, rather than risking a duplicate move.

⚠️ Document Shared Between Departments If the document's security code doesn't match one specific department, it is not automatically moved. You'll receive a "did not complete" email, and the document will need to be approved before it can be routed.

Glossary