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 (From) - the starting date for the time range the documents to search for have been created in. To specify a From date, click in the date field to open the date picker dialog or enter a date.

  

• Create Date (To) - the end date for the time range the documents to search for have been created in. Per default the current date and time is displayed for the To date. To specify another date, click in the date field to open the date picker dialog or enter a new date.
• Modification (From) - the starting date for the time range of the last or latest document modification. To specify a From modification date, click in the date field to open the date picker dialog or enter a date.
• Modification (To) - the end date for the time range of the last or latest document modification. Per default the current date and time is displayed for the To modification date. To specify another date, click in the date field to open the date picker dialog or enter a new date.
• 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. The File Type select box opens with a text field 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. The search is per default case-sensitive with the exception of the first letter. You can change to case-insensitive search for participants by setting the property Carnot.Client.Search.CaseSensitive in your carnot.properties file to false.

  
  Figure: Selecting the author of the document

• Document Name - You can enter partial document name with wildcard. For example, "*" for any set of characters. The search is case-sensitive.

  
  Figure: Selecting a name pattern of searched documents

• Document ID - Unique ID of the document.
• Repositories - select repositories to search the document in. Note that this option is only available in case multiple bound repositories exist. For details on binding a repository, refer to section Binding Repositories of chapter Viewing and Managing Document Repository Resources. For details on using multiple repositories in general, refer to chapter Federated Document Repositories in the Concepts part.

  

  Note
  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.

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 - name of the document.
  A tooltip is provided to display details about the document.

  

  Clicking on the link opens the document in the appropriate viewer.
  Note that if you open a TIFF document that is associated with a case process instance, the Extract Pages button of the TIFF viewer is disabled.
• 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 ():

• Repository - displays the repository the document is stored in, for example:

  

• Path - displays the path of the document where it is stored, for example:

  

• Document ID - Unique ID of the document.
• File Type - the MIME type of the document

Actions

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.

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).