Document search conditions - Use Records - Foundation 24.1 - Foundation 24.1 - Ready - Perceptive Content - external

Document searching guidelines

When building a document search condition in the Add Condition dialog, keep the following guidelines in mind:

• If you are performing a prompted search, you do not specify a value when creating a search condition. A message box appears instead of a value box.
• If you are performing a LearnMode search, you must select an application plan in the Add Condition dialog box.
• If you are performing a variable search, you can select one of the following values to use as a variable for the current user: user name, first name, last name, title, organization, organization unit, locality, or user ID. You can also use the current date and time as a variable.

Composite property

Composite properties are defined by your Perceptive Content administrator. The operators that appear depend on the type of custom property.

Operators

is equal to

is not equal to

is less than

is greater than

is less than or equal to

is greater than or equal to

starts with

does not start with

ends with

does not end with

contains

does not contain

is blank

is not blank

is one of

is not one of

is between

is not between

Fields

The following fields are available when constraining by composite property

Composite

In the Composite list, select a composite property.

Possible values include all composite properties the user can access.

Field

In the Field list, select a custom property.

Possible values include all custom properties associated with the selected composite.

Custom property

Custom properties are defined by your Perceptive Contentadministrator. The operators that appear depend on the type of custom property.

Operators

is equal to

is not equal to

is less than

is greater than

is less than or equal to

is greater than or equal to

starts with

does not start with

ends with

does not end with

contains

does not contain

is blank

is not blank

is one of

is not one of

is between

is not between

Fields

The following fields are available when constraining by custom property.

Custom property

Select a custom property.

Possible values include all custom properties the user can access.

Date

The following operators and fields allow you to search for documents based on a date value. To specify a value, type a value or select a value from the calendar.

Operators

is equal to

is not equal to

is less than

is greater than

is less than or equal to

is greater than or equal to

is one of

is not one of

is between

is not between

Fields

The following fields are available when constraining by date.

Checked out

The date the document was checked out in version control.

Created

The date the document was captured.

Last viewed

The date a user last viewed the document.

Modified

The date a user last modified the document.

Next task due

The nearest date a task is due for the document.

Document key

The following operators and fields allow you to search for documents based on a document key value.

Operators

is equal to

is not equal to

is less than

is greater than

is less than or equal to

is greater than or equal to

starts with

does not start with

ends with

does not end with

contains

does not contain

is blank

is not blank

is one of

is not one of

is between

is not between

Fields

The following fields are available when constraining by document key.

Drawer

The drawer value for the document. If you specified a different label for the Drawer column for the selected view, the label you defined appears in the Field list.

Possible values include all drawers the user can access.

Name

The document name value for the document. If you specified a different label for the Document name column for the selected view, the label you defined appears in the Field list.

Possible values include all names the user can access.

Field1

The Field1 value for the document. If you specified a different label for the Field1 column for the selected view, the label you defined appears in the Field list.

Possible values include any alphanumeric value.

Field2

The Field2 value for the document. If you specified a different label for the Field2 column for the selected view, the label you defined appears in the Field list.

Possible values include any alphanumeric value.

Field3

The Field3 value for the document. If you specified a different label for the Field3 column for the selected view, the label you defined appears in the Field list.

Possible values include any alphanumeric value.

Field4

The Field4 value for the document. If you specified a different label for the Field4 column for the selected view, the label you defined appears in the Field list.

Possible values include any alphanumeric value.

Field5

The Field5 value for the document. If you specified a different label for the Field5 column for the selected view, the label you defined appears in the Field list.

Possible values include any alphanumeric value.

Document type

The document type value for the document. If you specified a different label for the Document type column for the selected view, the label you defined appears in the Field list.

Possible values include all document types the user can access.

Any document key

The value for the Drawer, Name, Type, Field1, Field2, Field3, Field4, or Field5 associated with the document.

Possible values include any alphanumeric value.

Document property

The following operators and fields allow you to search for documents based on a document property value.

Operators

is equal to

is not equal to

is less than

is greater than

is less than or equal to

is greater than or equal to

starts with

does not start with

ends with

does not end with

contains

does not contain

is blank

is not blank

is one of

is not one of

is between

is not between

Fields

The following fields are available when constraining by document property.

Check out comments

The comments entered by the user that checked out a version of the document in version control. This field only returns documents that are currently checked out.

Possible values include any alphanumeric value.

Created within (days)

The number of days within which the document was captured.

Possible values include any numeric value.

Current version

The number of the current version of the version controlled document.

Possible values include any numeric value.

Document ID

The unique ID of the document.

Possible values include any alphanumeric value.

Folder path

The path to the folder that stores the document. This field is only available for LearnMode type searches.

Possible values derived from application plan.

Hold name

The name of the retention hold applied to the document.

Possible values include all retention holds the user can access.

Name

The name of the document.

Possible values include any alphanumeric value.

Notes

The contents of the Notes box in the Properties pane for the document.

Possible values include any alphanumeric value.

Number of pages

The total number of pages in the document.

Possible values include any numeric value.

Summary task count (active)

The number of active tasks assigned for the document.

Possible values include any numeric value.

Summary task count (inactive)

The number of inactive tasks associated with the document.

Possible values include any numeric value.

Workflow item ID

The unique ID of the workflow item associated with the document.

Possible values include any alphanumeric value.

Workflow queue

The workflow queue the document is currently in.

Possible values include all workflow queues the user can access.

Physical property

The following operators and fields allow you to search for documents based on a physical property value. Physical file templates and physical properties are defined by your Perceptive Contentadministrator.

Operators

is equal to

is not equal to

is less than

is greater than

is less than or equal to

is greater than or equal to

starts with

does not start with

ends with

does not end with

contains

does not contain

is blank

is not blank

is one of

is not one of

is between

is not between

Fields

The following fields are available when constraining by physical property.

Template

In the Template list, select a physical file template.

Possible values include all physical file templates the user can access.

Field

In the Field list, select a physical property.

Possible values include all physical properties associated with the template.

User

The following operators and fields allow you to search for documents based on a user value. You can type an alphanumeric value or select any valid user name.

Operators

is equal to

is not equal to

starts with

does not start with

ends with

is blank

is not blank

is one of

is not one of

Fields

The following fields are available when constraining by user.

Checked out by

The user who checked out the document in version control.

Created by

The user who created the document.

Last viewed by

The user who last viewed the document.

Modified

The user who last modified the document.

Pending approval by

The user assigned to an approval task for the document.

Private by

The user who marked the document private in version control.

Workflow user

The user who added the item to workflow.

Status

The following operators and fields allow you to search for documents based on a status value.

Operators

is equal to

is not equal to

Fields

The following fields are available when constraining by status.

Digital signature status

The status of the digital signature for the document.

Possible values include Valid, Invalid, Void, and Not signed.

Has physical file reference

Whether the document has a reference to a physical file.

Possible values include yes or no.

Has hold applied

Whether the document is under a direct or inherited retention hold.

Possible values include yes or no.

Has shortcuts

Whether shortcuts to the document appear in other folders or drawers.

Possible values include yes or no.

Is checked out

Whether the document is checked out in version control.

Possible values include yes or no.

Is in workflow

Whether the document is in workflow.

Possible values include yes or no.

Is private

Whether the document is marked private in version control.

Possible values include yes or no.

Is version controlled

Whether the document is in version control.

Possible values include yes or no.

Summary task status

The status of the task associated with the document.

Possible values include Assigned, Returned, Complete, Complete Pending Review, Canceled, and Invalid.

Workflow status

The status of the document in workflow.

Possible values include Idle, Working, On hold, Pending, Waiting for routing, and Waiting for inbound action.