Find Entries

Find Entries activity

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.
    The name and description editors
  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 Closedproperty.
  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.

Tokens for Find Entries Activity

This activity produces the following tokens:

Tokens
Name Description Sample Syntax
Result Count The number of entries found with the Find Entries activity. %(FindEntries_Result Count)

The "FindEntries" portion of the syntax changes to match the activity's name.

Note: All non-alphanumeric characters, except underscores, are rleemoved from the name. For example, if you rename the activity "Look-For-Forms", the syntax for the Result Count token is "%(LookForForms_Result Count)".

Tokens for each entry found

More tokens are available after you use this activity with the For Each Entry activity. The For Each Entry activity runs one time per entry. Each time it runs, the tokens are replaced by information relevant to the entry it is currently processing.

Tokens
Name Description Sample Syntax
CurrentEntry_Name The name of the current entry. %(ForEachEntry_CurrentEntry_Name)
CurrentEntry_Id The Laserfiche ID number of the current entry. %(ForEachEntry_CurrentEntry_Id)
CurrentEntry_Path The folder path of the current entry. %(ForEachEntry_CurrentEntry_Path)
CurrentEntry_FullPath The folder path of the current entry, including the entry's name. %(ForEachEntry_CurrentEntry_FullPath)
CurrentEntry_Repository The repository the current entry is in. %(ForEachEntry_CurrentEntry_Repository)
CurrentEntry_CheckOutComment The comment associated with the current version of the entry. %(ForEachEntry_CurrentEntry_CheckOutComment)
CurrentEntry_CheckedOutBy The user account that checked out the entry. %(ForEachEntry_CurrentEntry_CheckedOutBy)
CurrentEntry_CheckedOutDate The date when the entry was checked out. %(ForEachEntry_CurrentEntry_CheckedOutDate)
CurrentEntry_CheckedOutBySID The Security Identifier of the user account that checked out the entry. %(ForEachEntry_CurrentEntry_CheckedOutBySID)
CurrentEntry_ClassificationLevel The VERS classification level of the entry. %(ForEachEntry_CurrentEntry_ClassificationLevel)
CurrentEntry_CreatedBy The user account that created the entry. %(ForEachEntry_CurrentEntry_CreatedBy)
CurrentEntry_CreatedBySID The Security Identifier of the user account that created the entry. %(ForEachEntry_CurrentEntry_CreatedBySID)
CurrentEntry_CreationDate When the entry was created. %(ForEachEntry_CurrentEntry_CreationDate)
CurrentEntry_CutoffCycle The name of the records management cutoff cycle governing the entry. %(ForEachEntry_CurrentEntry_CutoffCycle)
CurrentEntry_CutoffDate When the record was cut off. %(ForEachEntry_CurrentEntry_CutoffDate)
CurrentEntry_CutoffEligibility When the record become eligible for cutoff. %(ForEachEntry_CurrentEntry_CutoffEligibility)
CurrentEntry_CutoffInstruction The name of the records management cutoff instruction that governs the found entry. %(ForEachEntry_CurrentEntry_CutoffInstruction)
CurrentEntry_CutoffInstructionType The type of cutoff instruction. %(ForEachEntry_CurrentEntry_CutoffInstructionType)
CurrentEntry_ParentID The Laserfiche ID number of the parent folder containing the found entry. %(ForEachEntry_CurrentEntry_ParentID)
CurrentEntry_ElectronicFileLastModifiedDate When the electronic file associated with the document was last modified. %(ForEachEntry_CurrentEntry_ElectronicFileLastModifiedDate)
CurrentEntry_ElectronicFileSize The file size of the electronic file associated with the document. %(ForEachEntry_CurrentEntry_ElectronicFileSize)
CurrentEntry_EntryLockType Specifies whether the found entry is currently locked. %(ForEachEntry_CurrentEntry_EntryLockType)
CurrentEntry_EventDate The set event date on a record. %(ForEachEntry_CurrentEntry_EventDate)
CurrentEntry_Extension The file extension of the electronic file. %(ForEachEntry_CurrentEntry_Extension)
CurrentEntry_FilingDate The filing date of the found entry, if the found entry is under records management. %(ForEachEntry_CurrentEntry_FilingDate)
CurrentEntry_FinalDispositionAction The final disposition action type on the retention schedule governing the found entry. %(ForEachEntry_CurrentEntry_FinalDispositionAction)
CurrentEntry_FinalDispositionDate The final disposition date on the found entry. %(ForEachEntry_CurrentEntry_FinalDispositionDate)
CurrentEntry_HasSubfolders Indicates whether the found entry contains subfolders. %(ForEachEntry_CurrentEntry_HasSubfolders)
CurrentEntry_HasDocumentRelationships Indicates whether the found entry contains document relationships. %(ForEachEntry_CurrentEntry_HasDocumentRelationships)
CurrentEntry_HasElectronicDocument Indicates whether the found entry is associated with an electronic file. %(ForEachEntry_CurrentEntry_HasElectronicDocument)
CurrentEntry_HasHold Indicates whether the found entry is a record that is currently has a hold. %(ForEachEntry_CurrentEntry_HasHold)
CurrentEntry_HasImage Specifies whether the found entry is a document that contains image pages. %(ForEachEntry_CurrentEntry_HasImage)
CurrentEntry_HasLocations Indicates whether the document text is linked to locations on page images. %(ForEachEntry_CurrentEntry_HasLocations)
CurrentEntry_HasTags Indicates whether the found entry has assigned tags. %(ForEachEntry_CurrentEntry_HasTags)
CurrentEntry_HasText Indicates whether the found entry contains text pages. %(ForEachEntry_CurrentEntry_HasText)
CurrentEntry_HasThumbnails Indicates whether the found entry contains thumbnail images. %(ForEachEntry_CurrentEntry_HasThumbnails)
CurrentEntry_HitCount The number of context hits. %(ForEachEntry_CurrentEntry_HitCount)
CurrentEntry_IsCheckedOut Indicates whether the found entry is currently checked out. %(ForEachEntry_CurrentEntry_IsCheckedOut)
CurrentEntry_IsClosed Indicates whether the found entry is a record that is closed. %(ForEachEntry_CurrentEntry_IsClosed)
CurrentEntry_IsCutoff Indicates whether the found entry is a record that is cutoff. %(ForEachEntry_CurrentEntry_IsCutoff)
CurrentEntry_IsDispositioned Indicates whether the found entry is a record that is in final disposition. %(ForEachEntry_CurrentEntry_IsDispositioned)
CurrentEntry_IsIndexed Indicates whether the found entry is indexed. %(ForEachEntry_CurrentEntry_IsIndexed)
CurrentEntry_IsLatestVersion 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. %(ForEachEntry_CurrentEntry_IsLatestVersion)
CurrentEntry_IsSigned Indicates whether the found entry contains a digital signature. %(ForEachEntry_CurrentEntry_IsSigned)
CurrentEntry_IsVersionControlled Indicates whether the found entry is under version control. %(ForEachEntry_CurrentEntry_IsVersionControlled)
CurrentEntry_IsVitalRecord Indicates whether the found entry is a record that is marked as vital. %(ForEachEntry_CurrentEntry_IsVitalRecord)
CurrentEntry_LastModifiedBy The user account that last modified the found entry. %(ForEachEntry_CurrentEntry_LastModifiedBy)
CurrentEntry_LastModifiedBySID The SID of the user account that last modified the found entry. %(ForEachEntry_CurrentEntry_LastModifiedBySID)
CurrentEntry_LastModifiedDate The last modified date of the found entry. %(ForEachEntry_CurrentEntry_LastModifiedDate)
CurrentEntry_LastReviewDate The last time that a vital record was reviewed. %(ForEachEntry_CurrentEntry_LastReviewDate)
CurrentEntry_LatestVersionComment The latest version comment of a document under version control. %(ForEachEntry_CurrentEntry_LatestVersionComment)
CurrentEntry_LatestVersionNumber The latest version number of a document under version control. %(ForEachEntry_CurrentEntry_LatestVersionNumber)
CurrentEntry_LinkGroupNumber The ID of the link group that found entry belongs to. %(ForEachEntry_CurrentEntry_LinkGroupNumber)
CurrentEntry_Location The current location of the found record. %(ForEachEntry_CurrentEntry_Location)
CurrentEntry_LocationID The ID of the current location of the found record. %(ForEachEntry_CurrentEntry_LocationID)
CurrentEntry_LockedBy The user account that has a lock on the document. %(ForEachEntry_CurrentEntry_LockedBy)
CurrentEntry_LockedBySID The SID of the user account that has a lock on the document. %(ForEachEntry_CurrentEntry_LockedBySID)
CurrentEntry_MimeType The MimeType of the electronic file associated with the document. %(ForEachEntry_CurrentEntry_MimeType)
CurrentEntry_NextReviewDate When the vital record is next due for review. %(ForEachEntry_CurrentEntry_NextReviewDate)
CurrentEntry_OCRedPages The number of OCRed pages in the document. %(ForEachEntry_CurrentEntry_OCRedPages)
CurrentEntry_OwnerName The user account that is marked as the owner of the document. %(ForEachEntry_CurrentEntry_OwnerName)
CurrentEntry_OwnerSID The user account that is marked as the owner of the document. %(ForEachEntry_CurrentEntry_OwnerSID)
CurrentEntry_PageCount The number of pages in the found document. %(ForEachEntry_CurrentEntry_PageCount)
CurrentEntry_CheckOutComment The check out comment if the found entry is currently checked out. %(ForEachEntry_CurrentEntry_CheckOutComment)
CurrentEntry_RecordFolderId The entry ID of the record folder that contains the found entry. %(ForEachEntry_CurrentEntry_RecordFolderId)
CurrentEntry_Relevance The Laserfiche Full-Text Search Engine's relevance score for a found entry. %(ForEachEntry_CurrentEntry_Relevance)
CurrentEntry_RetentionSchedule The Retention Schedule governing a record. %(ForEachEntry_CurrentEntry_RetentionSchedule)
CurrentEntry_ReviewandUpdateCyclePeriod The review cycle that governs a vital record. %(ForEachEntry_CurrentEntry_ReviewandUpdateCyclePeriod)
CurrentEntry_Security The allowed entry access rights for the user that is doing the search. %(ForEachEntry_CurrentEntry_Security)
CurrentEntry_SeriesCode The record series code. This value only returns on the actual record series. %(ForEachEntry_CurrentEntry_SeriesCode)
CurrentEntry_ShortcutTargetID The entry ID of the target of a shortcut. %(ForEachEntry_CurrentEntry_ShortcutTargetID)
CurrentEntry_ShortcutTargetType The entry type of the target of a shortcut. %(ForEachEntry_CurrentEntry_ShortcutTargetType)
CurrentEntry_SignatureCount The number of digital signatures on the document. %(ForEachEntry_CurrentEntry_SignatureCount)
CurrentEntry_TemplateColor The color of the template that is assigned to the found entry. %(ForEachEntry_CurrentEntry_TemplateColor)
CurrentEntry_TemplateId The ID of the template that is assigned to the found entry. %(ForEachEntry_CurrentEntry_TemplateId)
CurrentEntry_TemplateName The name of the template that is assigned to the found entry. %(ForEachEntry_CurrentEntry_TemplateName)
CurrentEntry_TotalDocumentSize The sum of the sizes of all parts of the found Laserfiche document (images, text, electronic file). %(ForEachEntry_CurrentEntry_TotalDocumentSize)
CurrentEntry_Type Whether the found entry is a record series, folder, or document. %(ForEachEntry_CurrentEntry_Type)

The "ForEachEntry" portion of the syntax changes to match the activity's name.

Note: All non-alphanumeric characters, except underscores, are removed from the name. For example, if you rename the activity "Apply [Settings] to Each", the syntax for the CurrentEntry_Id token is "%(ApplySettingstoEach_CurrentEntry_Id)".