Question

Advanced search queries

Laserfiche Search and Retrieval

Updated March 9, 2017

asked on March 8, 2017

I have users who are archiving old emails. I have created a template that maps the Outlook properties of email date, To, From & CC into fields in the template. The users want to be able to search these archived emails with the following criteria.

(email within the date range) AND ((name in To) OR (name in From) OR (name in CC))

Is there a way to build this query in Laserfiche?

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SELECTED ANSWER

replied on March 8, 2017 • Show version history

Definitely, though you need to use the search syntax. Something like the following should work, where your template is called "Email" and I've guessed at your field names.:

({[Email]:[Send Date]>=03/08/2016", <="03/08/2017}) & ({[Email]:[Sender]="user@email.com"} | {[Email]:[CC]="user@email.com"})

Just like in your description of your query, you should use parentheses to group the two OR terms together.

You could also combine a standard field search for the date with the search syntax for the two different recipient fields:

For future reference, see my advanced search presentation, the advanced search help files, or the search syntax white paper. The presentation covers how to get started creating and running search syntax queries.

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replied on March 9, 2017

Thank you. This is exactly what I was looking for. Excellent information.

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replied on March 9, 2017

Brianna,

Again, thanks for the information. It is an immense help.

Is there a way to "parameterize" the values to be searched for in the advanced search? I was thinking of something like using the value in one of the template fields as the value to be searched. I would add a blank/unused field to my template and use it to prompt the user for the value they want to search for. This way they would only need to enter the value once rather than edit the search string in multiple places.

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replied on March 9, 2017

If you use a custom quick search, you can parameterize one of the values, which I don't think quite meets your needs.

For example, if the range of dates were static, you could use a custom quick search like so:

({[Email]:[Send Date]>=03/08/2016", <="03/08/2017}) & ({[Email]:[Sender]="%(SearchTerm)"} | {[Email]:[CC]="%(SearchTerm)"})

Which allows the user to perform a "quick search" where their text will replace the "SearchTerm" token.

The idea I have requires a two-step process: create a custom quick search for just the Sender + CC fields, then have users run a "Refine results" search to narrow down by date.

This is something that's been on our radar, but is unfortunately a bit tricky to implement. Having use cases is always helpful, so thanks for sharing.

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replied on March 9, 2017

Brianna

Thanks again. i have a couple of other questions if you please.

1. Is there a way to push this new custom quick search out to the users, City Attorney's office, or will I need to visit each machine?

2. We are starting to use Email Manager to archive emails as they are sent and received based on certain criteria and the attorneys have a huge back log of emails pertinent to their case files that they also want saved to Laserfiche. I'm talking 100's of emails. I have come up with a procedure that will save the email using the template and populate the metadata with the Outlook properties as a batch. However I am finding that particularly with the CC field if the current email's CC field is blank/empty/null and the preceding email had a value in it's CC field, that the value of the preceding CC field is carried over which is not what I want. Is there a way of keep the preceding information from being carried forward?

3. One of the users in the attorney's is able to click on her Laserfiche icon and it opens directly to the attorney's folder without going through the selecting of a repository. There must be a setting that allows this but I haven't found it. We would like to set all the attorneys up like this.

Thanks

Leigh

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replied on March 9, 2017

You can set the user attribute for either specific users or for the "Everyone" group. See this previous post for more detailed instructions
This sounds like it should be its own post, and we'd need more details on what your procedure is
It sounds like she's using a shortcut. As those help files describe, it's simple to create one.

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