Check if document exist before upload to request | Community
Skip to main content
FrankatMSC
FrankatMSC
Level 4
May 12, 2025
Solved

Check if document exist before upload to request

  • May 12, 2025
  • 4 replies
  • 1191 views

We have a master project we call a campaign and we create requests under it that will become the campaign tactics.
I  have a scenario I'm working on that copies the documents  from the the master to each request as they are created.

Problem is since the master documents folder lists the original documents and then all the documents of the request as they are added,

each new request gets dupes uploaded to it.  Is there a way to test if the document already exist before it is uploaded?

 

Any suggestions appreciated.

Thanks

Frank 

    Best answer by Sven-iX

    Hi @frankatmsc 
    When you do the search for documents, look for documents where opTaskID (and taskID) is blank. If it's not blank the doc is attached to a request (or task).  If both are blank it's attached at the project. 

    4 replies

    J
    JimBr1
    Level 3
    May 13, 2025

    I had a similar need - add a doc but don't add it twice so after I upload the doc I add a form to the document and insert a unique doc ID on the form.  Next time the doc is processed I check for that ID and if present skip it.... 

      FrankatMSC
      FrankatMSCAuthor
      Level 4
      May 14, 2025

      Thanks everyone.  I ended up solving my problem by adjusting  my scenario to copy the document from the originating campaign  request instead of the project.  But I'm keep all your suggestions in my toolkit.  
      Thanks again!

      ChrisStephens
      Community Advisor
      ChrisStephensCommunity Advisor
      Community Advisor
      May 13, 2025

      Just to make sure I'm following this correctly, the process is....

      1. A project, with documents attached

      2. A new request is created on the project from 1

      3. Copy documents on the project from 1 onto request from 2

       

      Is that correct?

        FrankatMSC
        FrankatMSCAuthor
        Level 4
        May 13, 2025

        Correct.  So each successive request created, gets dupes uploaded to it.

          ChrisStephens
          Community Advisor
          ChrisStephensCommunity Advisor
          Community Advisor
          May 13, 2025

          Ok, I would put those documents into a specific folder on the project, and then when you want to copy files down just refer to the documents in that folder.

            A
            AhmedEl
            Level 2
            May 13, 2025

            Hi Franc,

            If I get this correctly, your master project holds what could be considered as template documents. Each time a request (tactic) is created, you need to move these template documents into that newly created tactic. Since Workfront is designed to show at the project level all documents that are attached to any of its sub-objects (i.e. tasks and/or issues) you end up seeing your master template documents as well as those documents you add to the created tactics...and this list will keep growing indefinitely as you add more tactics.

            If my understanding is correct, I would approach this in one of two ways:
            a- keep your standard set of documents in a folder created at the project level. Then configure fusion to only download those documents that sit in that folder. accordingly it will ignore those documents that are lifted up from your tactics.
            b- keep your standard set of documents in a program or portfolio level where your master project sits. Accordingly Fusion configuration to be updated to look up these documents from the program or portfolio and replicate them into your tactics.

            Let me know if this makes sense and does help.

             

            Sven-iX
            Community Advisor
            Sven-iXCommunity AdvisorAccepted solution
            Community Advisor
            May 13, 2025

            Hi @frankatmsc 
            When you do the search for documents, look for documents where opTaskID (and taskID) is blank. If it's not blank the doc is attached to a request (or task).  If both are blank it's attached at the project. 

              Terms & ConditionsAccessibility statement

              Loading footer...