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Laserfiche Capture Engine - Retrieve Entries in sub folders by assigned Tag

Quick Fields Capture
Updated December 7, 2016
asked on December 7, 2016 • Show version history

In Quick Fields 9, should I be able to retrieve document(s) from multiple sub folders with assigned tags on the documents? 

I have two users who scan completed work packages into folders based on an aircraft registration. We have eight aircraft and both users are responsible for particular aircraft based on it's registration.

For example, when completed work packages are scanned to folders "1-Incoming\Aircraft 1", "1-Incoming\Aircraft 2", "1-Incoming\Aircraft 3" and "1-Incoming\Aircraft 4", a workflow assigns an aircraft specific tag.  

I require User 1 (responsible for Aircraft 1 and 2) to open her QF session, retrieve only her aircraft documents from the sub folders within 1-Incoming with the Aircraft 1 and Aircraft 2 tags assigned. The same would apply for User 2.

Is this possible or am I missing something in the configuration?

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Answer

SELECTED ANSWER
replied on December 7, 2016

Yes, you can use advanced search to accomplish this. In fact, if I understand your situation correctly, using advanced search eliminates the need for the tags at all.
 

You can simply create a single advanced search query that will return all documents in the Aircraft 1 folder and all documents in the Aircraft 2 folder. The easiest way to do this is to create the search you need using the search pane in the desktop client, show the search syntax pane, and then just copy and paste the syntax from there into Quick Fields in the 'search for entries' area.

Here is an example showing what it will look like in the desktop client to search in two folders at once:

You can add whatever other refinements you need and then paste into Quick Fields here:

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Replies

replied on December 7, 2016 • Show version history

This should be possible. A couple things to check:
 

Are both the IKN-Workspec AND VCH-Workspec tags being applied to each document? Right now in your screenshot you're requiring both tags be applied. If you want to retrieve documents with EITHER the IKN-Workspec tag OR the VCH-Workspec tag, then that's possible but you'll have to instead use advanced search syntax with the 'Search for Entries' option. 

 

If you want to retrieve only the documents that the user currently using Quick Fields has access rights to, then you'll want to make sure that the current user is the one being used in the Connection Info for Laserfiche Capture Engine - either by using Windows Authentication or by checking the 'Require users to provide a login after opening the session' checkbox.

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replied on December 7, 2016

1. Are both the IKN-Workspec AND VCH-Workspec tags being applied to each document? Yes, I can confirm the tags are being applied to the appropriate documents.

 

2. Right now you're requiring both tags be applied. If you want to retrieve documents with EITHER the IKN-Workspec tag OR the VCH-Workspec tag, then that's possible but you'll have to instead use advanced search syntax with the 'Search for Entries' option. The users will always have completed work packages to scan for their responsible aircraft each day, so for that reason, I need documents with BOTH the IKN-Workspec AND VCH-Workspec tag.

Will the advanced search allow me to accomplish this? I can't have multiple classifications in the one session which is why my original plan was a session per aircraft. I thought applying the tags would allow me to only create a session for each user.

Each user and my "workflow" user have access to all directories and files. My testing is done using my ADMIN account.

 

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SELECTED ANSWER
replied on December 7, 2016

Yes, you can use advanced search to accomplish this. In fact, if I understand your situation correctly, using advanced search eliminates the need for the tags at all.
 

You can simply create a single advanced search query that will return all documents in the Aircraft 1 folder and all documents in the Aircraft 2 folder. The easiest way to do this is to create the search you need using the search pane in the desktop client, show the search syntax pane, and then just copy and paste the syntax from there into Quick Fields in the 'search for entries' area.

Here is an example showing what it will look like in the desktop client to search in two folders at once:

You can add whatever other refinements you need and then paste into Quick Fields here:

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replied on December 7, 2016

Works like a charm. A little slower than a direct folder retrieval but nothing to be concerned about. 

I appreciate the prompt response throughout the day.

Thanks Tessa

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