Add attachments for a Case and then retrieve the attachments to check if all the required documents are uploaded

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Hi everyone!

I want to customize CRM cases to be able to upload specific documents for a case and then check if the required documents are uploaded and also add a field to check if they are expired.

So lets say for a Litigation Case , 3 documents are needed to be uploaded. Document A, Document B and C. To my understanding i can't add custom code to the SharePoint integration module . I could create a specific record (using custom entity) for each document and associate it with the Case but how could i add later on check those documents ? Solution number 2 would be to create a custom attachment grid but that would require a lot of customization . Solution number 3 would be to use Notes in order to upload the documents.

So my question is how can i use Notes in order to add a custom field Expiration date , and later on retrieve all the attachments on notes and check if Documents A, B, ,C are uploaded and if they are expired.

Is this doable or would it require tremendous customization and coding?

Thanks a lot !

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JohnAnonymous 5,241 on at

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You could write a plugin that fires on a new Note that is attached to a case. When a note is attached you can set a field value on the case. My main reason to not do this would probably be that you might need logic around the filename which might be error prone. You might even solve some of your business case with a workflow: www.powerobjects.com/.../send-email-notification-when-adding-note-case-crm

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Tim Dutcher 2,100 on at

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>> I could create a specific record (using custom entity) for each document and associate it with the Case but how could i add later on check those documents

If you can write plug-ins or have some do this for you...

With a custom entity ("Document"), user creates a Document record and attaches a file as a note. Plug-in can enforce that only one file is attached. Plug-in sets the name of the custom entity to the name of the document (if desired).

Custom entity also stores the expiration date field. The file name and expiration date can appear on the case in a subgrid.

To check for expired documents, users can use Advanced Find. Or look into creating a scheduled job that can notify someone about the expired document(s).

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Aiden Kaskela 19,696 on at

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Hi,

You can do this in workflows.

Add a field to the Case "Required Documents Uploaded".

Create a Document record that you'll attach the notes to, and add an Option Set field to indicate the type of document it is (A, B, or C). Also, add an expiration date.

Download and install Workflow Elements from http://kaskela.wordpress.com

Create a workflow that on demand and as a Child workflow.

For the case, query for documents related to the case, that are Document A and expiration date in the future. You'll use the "Query - Get a Table" activity and limit to related records using the details at kaskela.wordpress.com/how-to-limit-query-result-to-related-records

Step 1 will return an output parameter called "Number of Results in the Query". If that's 1 or more, you know Document A has been satisfied.

Repeat those steps and checks for each type of document. In the end if all documents are uploaded, set the case "Required Documents Uploaded" to true.

Hope this helps! I'd appreciate if you'd mark this as Answering your question.

Thanks,

Aiden

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Aiden Kaskela 19,696 on at

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I missed a step in my suggestion.

Create a workflow that runs on create of a Document record.

Step 1 should be to wait 5 or 10 minutes to give you a chance to upload a note.

Step 2 should be to spawn a child workflow on the related Case, which is the workflow above.

With this setup, each new document will update the case if all the types have been uploaded.

Thanks,

Aiden

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