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Question

Search Results Mystery

Version 9
Updated July 23, 2014
asked on July 14, 2014

I have discovered that my searches (as Admin) and regular staff's searches are turning up different results.  In my example I find 8 documents (4 Word docs; 4 image docs) and they get only the 4 Word docs.  They can do a search by name and find the image docs, but not by searching through the text for key words.  Why would their AND/OR search of the text result in anything different than mine? 

 

I've triple checked that they are using exactly the same steps as I am. 

Permissions aren't the reason, since they can find it another way and open the docs just fine.

I've checked their Tools\Options settings for searches.

They are all indexed documents.

 

Any thoughts on anything else I can check out?

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Answer

SELECTED ANSWER
replied on July 21, 2014

Resolve shortcuts allows the properties of the document a shortcut links to be searched, so that if you have a tunneling scenario (common with Records Management), you can still search on the properties such a text and metadata.

 

However, the shortcut itself has a name, so if the part of the name you were searching on is present in both the shortcut and the actual document, a name search would have returned the shortcut.

 

For example, if you searched on Test and the names were Test Document and Shortcut to Test Document, then the shortcut would be returned, allowing you access the document for editing by clicking on the shortcut (note that wildcards/"Find partial matches" may be necessary).

 

If instead you have a shortcut whose name is complete different (e.g., Test Document was the document name and My Shortcut was the name of the shortcut to that document), then you would have to have resolve shortcuts turned on to return to access the document by searching on the document's name.

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Replies

replied on July 16, 2014 • Show version history

When they search by document name, are they finding shortcuts or the documents themselves? If they search for a document name in the staff interface, they'll be able to see the shortcuts that match. If they do a text search and Resolve shortcuts is disabled (as is recommended) in the user settings, and if they are searching in the staff interface, they won't be able to see results for documents in the Records area.

 

 

Check out the documentation for Resolve shortcuts.

 

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replied on July 15, 2014

Hi Connie,

 

This sounds almost certainly a permissions link somewhere here. To test this enable bypass browse as a privilege in the admin console on all users and re-test. Think you will find the results match then wink

 

All you need to do then is figure out which security right on which folder is preventing the normal users from accessing the documents that differ.

 

Hope this helps!

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replied on July 16, 2014

You're right, Chris.  But why? 

 

They can find, open, and change the document if they're searching by Document Name, but not if they search for words within the document.  What permission controls those things separately?

 

And why would an image document be different than a Word document.  Where would you set permissions that would control that?

 

My repository setup: 

Staff interface vs. Record Series. 

The staff interface folders have shortcuts to the documents.  The real documents are all in the Record Series folders which have Browse rights removed.  But they got the Word documents out of there... so, Access Rights seem (seemed!) to be working fine for me there.

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replied on July 16, 2014

I did look at Resolve Shortcuts and decided not to turn it on, as this will slow down their searches.  I must find another way.  Besides, the Word documents that they were able to find were also in the Record Series folders with just a shortcut in the staff interface.  Why would it work on a Word document but not an image document? 

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replied on July 16, 2014

Yes, don't turn on Resolve shortcuts unless there's a specific need.

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replied on July 16, 2014

Hi Connie,

 

This sounds pretty straight forward.

 

If they can find word documents but not image documents (scanned images) you will find that the image documents have not been OCR'd. Or the index files are corrupt and you need to perform a re-index shown here - https://support.laserfiche.com/KB/1011970

 

yes

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replied on July 16, 2014

Chris, that looks like a possibility.  The documents say they are indexed, so I will check out the possibility that the index files are corrupt and perform a re-index.  Thanks for the tip!  Will report back when done.

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replied on July 16, 2014

Connie, are you using Laserfiche 9.0 or 9.1? Also, for the actual documents that reside in your record series, does the staff user have browse and read rights granted on the individual documents (with the scope of "this entry only") or does the user only have read rights?

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replied on July 16, 2014

Alexander, I am using LF 9.0.2.685.  The staff have Read, Browse and Write rights granted in general, but are blocked from "Browsing" on the Record Series folders so that they don't see those folders and go exploring.  This allows them to search for a specific document and still access it even though it resides in the RS folders.

 

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View 5 previous replies
replied on July 16, 2014

Thanks Connie. I tested in Laserfiche 9.0 and am needing a few more details regarding your configuration.

 

1. When logged in as a staff user, do they have the search results display settings configured to "Resolve shortcuts" or is that option disabled?

 

2. When performing just a text search, are they wanting the actual document to return in the search results or are they just wanting the shortcut to the document to return? (Or is that moot?)

 

3. If you look at the effective rights of the Word document and the image document, are there any differences for the staff user? See below regarding the information I'm seeking

 

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replied on July 16, 2014

1)  No, the Resolve Shortcuts is disabled.

2)  We want to open the document and either the actual document or the shortcut would work, however, it's the actual document turning up as a result of the search.

3) Effective rights on both types of documents (Word and/or Images) are the same, granting all rights... browse, read, everything.

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replied on July 16, 2014

At this point you may want to contact your Laserfiche reseller to open a support case so the issue can be looked into further.
 

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replied on July 17, 2014

Please can you post the solution here when it's all sorted Connie. I'm curious wink

 

Cheers!
 

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replied on July 21, 2014

My VAR was available today and he helped me by showing me how to hide my Record Series folders but still allow Read/Write on the documents within (after the first level).  This solved the problem as I hadn't picked up on the required "browse" AND "read" on those folders.  However, that still doesn't answer the question as to why staff could find, open, and change the image document when searching by Name but not when searching by text when I had only Browse access rights turned on.

 

Regardless, staff can now complete a search by text and find the image documents stored in the Record Series yet not have to see those folders cluttering up their Staff Interface folders.  Problem resolved.  Thanks everyone!

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replied on July 21, 2014

Without knowing what your previous security setup was like, we won't be able to provide an accurate answer. If you or your VAR remember how security was set up before, please have your VAR open a support case with the exact details so it can be looked into further.

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SELECTED ANSWER
replied on July 21, 2014

Resolve shortcuts allows the properties of the document a shortcut links to be searched, so that if you have a tunneling scenario (common with Records Management), you can still search on the properties such a text and metadata.

 

However, the shortcut itself has a name, so if the part of the name you were searching on is present in both the shortcut and the actual document, a name search would have returned the shortcut.

 

For example, if you searched on Test and the names were Test Document and Shortcut to Test Document, then the shortcut would be returned, allowing you access the document for editing by clicking on the shortcut (note that wildcards/"Find partial matches" may be necessary).

 

If instead you have a shortcut whose name is complete different (e.g., Test Document was the document name and My Shortcut was the name of the shortcut to that document), then you would have to have resolve shortcuts turned on to return to access the document by searching on the document's name.

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replied on July 23, 2014

Alexander, we are brand new LF users, just in the test pilot stage.

 

Brianna, this might have answered my search by name vs text problem.  It might be that we were finding the shortcut to the document when finding it by name and I just hadn't picked up on that the first day we were trying it.  If so, then all my questions have been answered.  The issue of Word docs vs Image docs was answered when I was asked to double check the location of the Word documents.  Sure enough, those hadn't been moved to the Record Series folders yet by the Workflow I had designed.  That issue was also resolved last week when someone here helped me with the design in that WF.

 

Thanks, again, Everyone!

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