Find Entries

This activity finds Laserfiche entries (documents or folders) and make those entries available to other activities in your workflow definition. Learn about tokens this activity produces

Note: If you want to return only an individual document, use the Find Entry activity instead.

To set up this activity:

1. Drag the activity from the toolbox pane and drop it in the Designer pane.
2. In the properties pane, type a name and description of the activity.
   
3. In the Connection Profile property box, select the repository you want the activity to use.
4. In the Entries to Find property box, specify where the activity looks for entries.
5. Under Find the entries in the, select to find entries in a specified folder or find entries in the same folder as a specified entry.

   Example: The Financial Statements folder, inside the Accounting folder, contains several statements. If you select to find the entries in the folder Financial Statements (specified by either its ID or path), then all of the statements in that folder will be returned. If you select to find the entries in the same folder as the entry Financial Statements (specified by either its ID or path), then all the entries inside the Accounting folder will be returned.

6. Specify how you want to find the entries:
   • with ID: Type an entry ID, or click the Browse button (ellipsis) to browse to an entry. All documents, folders, and shortcuts stored in a Laserfiche repository are assigned a Laserfiche Entry ID number. If you choose to find entries based on an ID number, the entry with the specified ID does not need to stay at the same path for this activity to find it. Click the Token button (right arrow) to add a token.

     Note: If the ID refers to a document or shortcut (instead of a folder), the activity will return all the entries in same folder as the document or shortcut.

   • at: Type a location path, or click the Browse button (ellipsis) to browse to a folder. If you choose this option, the entry you specify a location for must stay at the same path for the activity to run correctly. Click the Token button (right arrow) to add a token.

     Note: If you browse to or specify a path to a document or shortcut (instead of a folder), the activity will return all the entries in same folder as the document or shortcut.

7. Optional: Select If the entry is a shortcut, use the document or folder that it references to retrieve entries in the folder where the actual entry is located. If you don't select this option, the activity will return the documents in the folder where the shortcut is.
8. In the Filter Entries property box, determine which entries will be returned:
   • Documents: Includes documents in the entries returned.
   • Folders: Includes folders in the entries returned.
   • Document Shortcuts: Includes document shortcuts in the entries returned.
   • Include the referenced documents instead of the shortcuts: Returns the actual documents instead of their shortcuts.

     Example: If a Finances folder contains a shortcut to the document Budget Proposal 2010, selecting Include the referenced documents instead of the shortcuts will return the Budget Proposal 2010 document instead of a shortcut to the document.

   • Folder Shortcuts: Includes folder shortcuts in the entries returned.
   • Include the referenced folders instead of the shortcuts: Returns the actual folders instead of their shortcuts.
9. In the Additional Properties property box, click Select properties to retrieve...
10. Select the checkbox next to each desired property.

    Name	Description
    Check Out Comment	The check out comment if the found entry is currently checked out.
    Check Out Comment	The comment associated with the current version of the entry.
    Checked Out By	The user account that checked out the entry.
    Checked Out By SID	The Security Identifier of the user account that checked out the entry.
    Checked Out Date	The date when the entry was checked out.
    Classification Level	The VERS classification level of the entry.
    Created By	The user account that created the entry.
    Created By SID	The Security Identifier of the user account that created the entry.
    Creation Date	When the entry was created.
    Cutoff Cycle	The name of the records management cutoff cycle governing the entry.
    Cutoff Date	When the record was cut off.
    Cutoff Eligibility	When the record become eligible for cutoff.
    Cutoff Instruction	The name of the records management cutoff instruction that governs the found entry.
    Cutoff Instruction Type	The type of cutoff instruction.
    Electronic File Last Modified Date	When the electronic file associated with the document was last modified.
    Electronic File Size	The file size of the electronic file associated with the document.
    Entry Lock Type	Specifies whether the found entry is currently locked.
    Event Date	The set event date on a record.
    Extension	The file extension of the electronic file.
    Filing Date	The filing date of the found entry, if the found entry is under records management.
    Final Disposition Action	The final disposition action type on the retention schedule governing the found entry.
    Final Disposition Date	The final disposition date on the found entry.
    Has Document Relationships	Indicates whether the found entry contains document relationships.
    Has Electronic Document	Indicates whether the found entry is associated with an electronic file.
    Has Hold	Indicates whether the found entry is a record that is currently has a hold.
    Has Image	Specifies whether the found entry is a document that contains image pages.
    Has Locations	Indicates whether the document text is linked to locations on page images.
    Has Subfolders	Indicates whether the found entry contains subfolders.
    Has Tags	Indicates whether the found entry has assigned tags.
    Has Text	Indicates whether the found entry contains text pages.
    Has Thumbnails	Indicates whether the found entry contains thumbnail images.
    Hit Count	The number of context hits.
    Is Checked Out	Indicates whether the found entry is currently checked out.
    Is Closed	Indicates whether the found entry is a record that is closed.
    Is Cutoff	Indicates whether the found entry is a record that is cutoff.
    Is Dispositioned	Indicates whether the found entry is a record that is in final disposition.
    Is Frozen	Indicates whether the found entry is a record that is currently frozen.
    Is Indexed	Indicates whether the found entry is indexed.
    Is Latest Version	Indicates whether the found entry is the highest position in a document link group. This value defaults to True for documents that are not in a link group.
    Is Signed	Indicates whether the found entry contains a digital signature.
    Is Version Controlled	Indicates whether the found entry is under version control.
    Is Vital Record	Indicates whether the found entry is a record that is marked as vital.
    Last Modified By	The user account that last modified the found entry.
    Last Modified By SID	The SID of the user account that last modified the found entry.
    Last Modified Date	The last modified date of the found entry.
    Last Review Date	The last time that a vital record was reviewed.
    Latest Version Comment	The latest version comment of a document under version control.
    Latest Version Number	The latest version number of a document under version control.
    Link Group Number	The ID of the link group that found entry belongs to.
    Location	The current location of the found record.
    Location ID	The ID of the current location of the found record.
    Locked By	The user account that has a lock on the document.
    Locked By SID	The SID of the user account that has a lock on the document.
    MIME Type	The MIME Type of the electronic file associated with the document.
    Name	The name of the found entry
    Next Review Date	When the vital record is next due for review.
    OCRed Pages	The number of OCRed pages in the document. Optical Character Recognition (OCR) is the conversion of images of text to editable and searchable text.
    Owner Name	The user account that is marked as the owner of the document.
    Owner SID	The user account that is marked as the owner of the document.
    Page Count	The number of pages in the found document.
    Parent ID	The Laserfiche ID number of the parent folder containing the found entry.
    Record Folder Id	The entry ID of the record folder that contains the found entry.
    Relevance	The Laserfiche Full-Text Search Engine's relevance score for a found entry.
    Retention Schedule	The Retention Schedule governing a record.
    Review and Update Cycle Period	The review cycle that governs a vital record.
    Security	The allowed entry access rights for the user that is doing the search.
    Series Code	The record series code. This value only returns on the actual record series.
    Shortcut Target ID	The entry ID of the target of a shortcut.
    Shortcut Target Type	The entry type of the target of a shortcut.
    Signature Count	The number of digital signatures on the document.
    Template Color	The color of the template that is assigned to the found entry.
    Template Id	The ID of the template that is assigned to the found entry.
    Template Name	The name of the template that is assigned to the found entry.

11. Click OK.
12. In the Fields property box, click Select fields to retrieve....
13. In the Choose Field dialog box, select the fields that you want to retrieve a value from.
14. Optional: To find a particular field, narrow the list of fields using the following options:
    • Name: Type the field name.
    • Template: Display fields associated with a specific template.
    • Only show selected fields: View only the fields you have selected.
15. Optional: Select or clear all fields by choosing Select / Clear all at the bottom of the dialog box.
16. Click OK.
17. In the Sort Found Entries By property box, configure the order the found entries will return in. You can sort by any Fields you retrieve.
18. In the drop-down, select the criteria by which you want to sort the found entries. To order the entries, select the up or down arrow  to the right of each box.

You may want to disable activities if you only want to test specific sections of your workflow. To disable activities:

1. Select an activity in the designer pane to highlight it.
2. In the Description property box, clear Enable.