Find Entry

This activity finds an entry using its entry ID or location and makes the entry available to other activities in your workflow. Learn about tokens this activity produces

Note: If you want to return a collection of entries, rather than an individual entry, use the Find Entries 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 Entry to Find property box, specify where the activity looks for the entry.
5. Specify how you want to find the entry:
   • 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 an entry 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.
   • 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.
6. Optional: Select If the entry is a shortcut, use the document or folder that it references to find the document or folder that a shortcut references.
7. In the Additional Properties property box, click Select properties to retrieve... to retrieve additional properties about the entry.
8. 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 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.
   Total Document Size	The sum of the sizes of all parts of the found Laserfiche document (images, text, electronic file).
   Type	Whether the found entry is a record series, folder, or document.

9. In the Fields property box, click Select fields to retrieve... to select the fields to retrieve values from.
10. 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.
11. Optional: Select or clear all fields by choosing Select / Clear all at the bottom of the dialog box.

    Note: You can select No value under If multi-value, retrieve to retrieve values from a multi-value token.

    • All values (as a multi-value token): Stores all the values assigned to the field in a multi-value token.
    • The values at the following indices: Select the values in a multi-value field to store in a token by typing the value's index. Values are given an index number according to the order in which they are added to the field. The higher the number, the newer the value. If a field value has an index of 1, this means that it is the field's oldest value.

12. Click OK.
13. In the Options property box, specify the additional information about the Find Entry activity.
    • Report a warning if no entry is found: Lets you report a warning in the instance report if the activity does not find an entry. Clear this option if you do not want to report a warning. You might not want to report a warning if you expect this activity to not find the entry; for example, if you are only using this activity to check whether an entry exists.
    • List entry in workflow instance details: Lets you add the found entry to the list of entries in the Entries tab of the instance details. If you don't need to know what entry the activity finds (for example, if you are running a maintenance workflow), you can clear this option to not record that information.
    • Generate URLs to the document: Select this option to generate URLs to the found entry as tokens that can be embedded in the body of an email. One URL is for the web; the other is for a mobile device.
    • Generate a shortcut (.lfe) to the document: Select this option to generate a shortcut (.lfe file) to the found entry. You can open the shortcut as an email attachment on desktop client.

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.