Use Fusion to Clean Up Document Approval Requests

[Angie_S]

We have 100's of old document (not proof) approval requests in Workfront that are either no longer needed. Ideally, I'd like to cancel them all, but I'd especially like to start with cancelling the document approval requests that are between users that are no longer with our company (so both the requestor and the approver are no longer active in Workfront) because at least in that scenario, no one would get an email notification that their document approval request has been canceled.

I would then follow-up with a scenario that I could use to capture stale requests between active users (or a mix of active users and inactive users, depending on which side of the approval they are on), and I would temporarily turn off the "document approval request has been cancelled" notification emails for active users.

Would anyone be able to explain to a Fusion newbie (and I mean newbie, I have only had Fusion for 1 month) what scenario I could write to attempt this?

[IvanBebek-iX]

Hi @Angie_S,

I have never done anything like this so far but if I had to I would do something like:

1. Search for all inactive users (Using Search module) where flag Is Active = False
2. Search for all docapl (document approvals) using custom Workfront API module with path docapl/search and adding additional filters in the query params to filter per approver ID or some other field which works for you that you can find here https://developersupport.workfront.com/page-api-explorer.html
   
   
3. Remove each document approval
4. Make a comment if needed
5. Filter only requests with these comments if you want to process them somehow later

Please before doing any of this validate if it works correctly try to find document approvals first for one user and then make the automation once you are sure it works as you wish.

Hopefully this helps.

Best regards,

Ivan