Searching for Documents

The Workflow Execution Perspective provides the facility to search for any uploaded document. You can enter full text or the partial text. The search result is performed for the content as well as documents matching the search text. You can also navigate to the related process from the search result.

Click on the Document Search link from the Documents launch panel of the Workflow Execution Perspective.

Figure: Document Search

Document Search Criteria

The Documents Search view displays the search criteria.

Figure: Document Search

The supported search criteria are:

• Create Date/To - The document creation date. Once the create date is entered, the present date and time gets displayed in the To date. You can specify a more narrow date range in Create Date/To date pickers. Search is performed on the specified date range.
• Modification Date/To - The last or latest document modification date. Once the modification date is entered, the present date and time gets displayed in the To date. You can specify a more narrow date range in Create Date/To date pickers. Search is performed on the specified date range.
• Document Type - The list displays all structured data types marked as document type. You can select one or more options using the CTRL+Click or CTRL+Shift gestures of the mouse and/or keyboard. If multiple Document Types are selected, the search returns documents with any of the selected File Types. All is the default option and is inclusive of all document types and no document types.

  

• File Type - By default, the following file types are provided:
  1. PDF
  2. HTML
  3. Text
  4. TIFF
  To extend the select box with all MIME types, select the Show All checkbox.

  

  You can select multiple file types using the CTRL+Click or CTRL+Shift gestures of the mouse and/or keyboard. When multiple file types are selected the search result returns documents with any of the selected file type.
  Click the Advanced link to search for the file types that are not included in the File Type list. Clicking the Advanced link replaces the File Type select box with a text box wherein you can enter a string for the search. Clicking the Pick From List link returns to the File Type select box.

  
  Figure: Advanced Search

• Containing Text - The text in the document to be searched. The Search Content and Search Data checkboxes are provided to restrict the search to file content or file data. By default, these checkboxes are selected.

  
  Figure: Containing Text

Click on the Advanced link to perform the search on the document content.


Figure: Containing Text

Note that to exclude documents with specific words you need to have entered strings to be searched for as well, otherwise a wrong result is displayed.

You can enter specific words that your document may contain. For the supported search pattern, please refer to the Examples - Full Text Search Patterns section.

Note
Full text search for document meta-data properties is only possible if they are modeled as xsd:string.

• Author - You can enter partial name or first few letters. The list of matching names is displayed from which you can select the author name.
• Document Name - You can enter partial document name with wildcard. For example, "*" for any set of characters. The search is case-sensitive.
• Document ID - Unique ID of the document.

Click the Reset button if you want to provide new search criteria in the Document Search dialog.

Examples - Full Text Search Patterns

Some of the example search patterns of the full text search are as follows. However, the only limitation is with the AND operator. Instead of AND operator, you can use &&.

Document Search Result

Click the Search button. The document search result lists the documents matching the search criteria.

The following details of the documents are displayed in the search result:

• Document Name - Is a link of the document that opens the document in configured viewer.
• Author - Displays the name of the author who has uploaded the document. If the user has uploaded his or her picture from the Configuration panel then the link to the user picture is also displayed along with the author details.
• Create Date - date of creation.
• Modification Date - date of last modification.
• Content Type - The type of the uploaded document.
• Metadata - If the metadata for the document is specified then it is displayed in this column. The first five fields in a document metadata structure are displayed.
• File Size - size of the uploaded document.
• Actions

The following columns are not displayed, but can be added via the Select Column filter:

• Path - Displays the path of the document where it is stored. The file path is displayed in following syntax: \documents\correspondence-templates\Claim Templates
• Document ID - Unique ID of the document.

Note that if the TIFF document is associated with a case process instance and you open the TIFF document, the Extract Pages button of the TIFF viewer is disabled.

Actions

The following actions are provided for:

• The Process Details icon is displayed if a single process is returned from the row. Click on the icon to see the provided process instance. To open the Process Details view for the available process, click on the entry. Please refer to chapter Viewing Process Details for detailed information on that view.

  
  

• Attaching document(s) to a process:
  click the Attach icon to attach a document or documents to a process.

  
  

  The Attach Document(s) To Process dialog opens, which is described in the section Attaching document(s) to a process.
• Click the Download icon to download the file.

  
  

  The Download File dialog box is displayed. Click Download to download the file.

  
  

• To view the version history of the document, click the Version History icon.

  
  

  For more information, please refer to the chapter Document Operations.

Toolbar Action for Attaching document(s) to a process

You can attach documents to specific processes, which are selected in the table.

In case at least one document row is selected, the Attach Document(s) To Process icon is enabled. Click the icon to attach the selected document(s) to a process.

Figure: Attach Document(s) To Process

The Attach Document(s) To Process dialog opens. You can either select a process from the process list or enter the process OID directly.

The process list option is enabled when at least one activity is currently open in an Activity view by the logged-in user. The drop-down list displays the Process Name (OID) for the process instances linked to the activities that the logged-in user has currently open.

Figure: Select a Process.

To select the process directly per OID, enter the OID in the text field of the Specify Process OID section.

Figure: Attach Document(s) To Process Dialog

Once a process is selected, a confirmation dialog opens to notify if the attachment was successful. In case the document(s) have been attached successfully, the following message displayed:

Figure: Confirmation Dialog.

If the attachment operation fails, an according error dialog opens.

In case a document that is being attached has the same name as one of the documents already attached to the destination process, the following error message dialog opens:

Figure: Message indicating duplicate name.

Clicking OK copies the document(s) to the specified destination process instance and closes the dialog. Cancel closes the dialog without copying document(s).