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
The Documents Search view displays the search criteria.
Figure: Document Search
The supported search criteria are:
Todate. To specify another date, click in the date field to open the date picker dialog or enter a new date.
Tomodification date. To specify another date, click in the date field to open the date picker dialog or enter a new date.
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.
Figure: Advanced Search
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.
Full text search for document meta-data properties is only possible if they are modeled as xsd:string.
Figure: Selecting the author of the document
Figure: Selecting a name pattern of searched documents
Filtering the CMIS DMS Provider repository is currently restricted to filter searches by Document name only.
Click the Reset button if you want to provide new search criteria in the Document Search dialog.
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 &&.
|Search Pattern||Example Search|
|Search for a single term||banana|
|Search for conjunctions (the default)||big yellow banana|
|Search for disjunctions||big OR yellow OR banana|
|Search for phrases||"Boris the monkey eating a banana"|
|Not||yellow banana -big|
|Proximity (separated by one or more words)||big * banana|
|Not||Also include ! and NOT|
|Grouping of query elements||(big OR large) && banana|
|Support && for explicit conjunctions||big && yellow && banana|
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:
Clicking on the link opens the document in the appropriate viewer.
The following columns are not displayed, but can be added via the Select Column filter ():
In the Actions column, a list with actions for the according document is provided.
Figure: Actions column
To open the list with available actions to select from, click the ... entry.
Figure: Actions menu
The following actions are available:
Viewing Process Details:The Process option is available if a single process is returned from the row. Click on the option to see the provided process instance.
To open the Process Details view for the available process, click on the process entry.
Please refer to chapter Viewing Process Details for detailed information on that view.
Attaching document(s) to a process:Click the Attach Document(s) To ... option in the Actions drop-down list to attach the document to a process. The Attach Document(s) To Process dialog opens, which is described in the section Attaching document(s) to a process.
Downloading a document:Click the Download File option in the Actions drop-down list to download the file. The Download File dialog box is displayed. Click Download to download the file.
Viewing the version history:To view the version history of the document, select the Version History option in the Actions drop-down list.
For more information on document operations, please refer to chapter Document Operations.
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).