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Question

Advanced search syntax for record folder filing date = creation date

asked on September 9, 2014

Is there search syntax available for record folders whose filing date and creation date are the same? Alternatively, I could use search syntax for filing date does not equal a specific template field.

 

A lot of our records were created in LF several decades after they were created in other databases, and we need the filing dates to reflect when they were created in the other databases. We have a Workflow which updates filing dates, but need to identify any record folders which have been missed by it.

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replied on September 10, 2014 Show version history

Hey Miranda,

 

This is possible, but it's not quite as easy as simply using a predefined advanced search.  I believe the easiest way to do this would be using Workflow.  Filing date is one of those properties that is not explicitly available to be found through the search pane, so we'll have to be a little creative about how to identify documents with the same creation date and filing date.

 

Here's a set of workflow activities that can accomplish this task:

 

 

I tried to rename the activities to best describe their purpose, but I'd like to cover some specifics about things you'll need to configure for the workflow to operate successfully.

 

  • Search Repository - The search you configure is up to you.  You can either search for all your entries or a certain subset of them (of course, the more entries, the more resource intensive this will be).  You'll also need to return all results and scroll to the bottom of the properties pane on the right to select the "Additional Properties" of Creation Date and Filing Date. 

 

  • The "Yes" branch will need some extra formatting because the creation date is a long date (09/10/2014 10:15 AM) and the filing date is a short date (9/10/2014).  Workflow will not see these two values as equal, so lets format the creation date value.  The condition that I have set up for the yes branch will check the token of the current entry's filing date and see if that is equal to the current entry's creation date.  Right-click on the current entry's creation date and select Token Editor.  Check the "Apply Formatting" checkbox and enter MM/dd/yyyy (case sensitive).  This will remove the time portion of the creation date token, so now the filing date and creation date are in the same format.  
  • The "No" branch will be left blank because we don't want anything to happen if the filing date does not equal the creation date.

 

  • Under the "Yes" branch, let's assign a tag to the documents that we have found to have the same filing date and creation date.  You might want to create a new tag for this.  I called mine FD = CD (filing date = creation date).

 

This allows you to jump back into the client and run a search for all entries with the FD = CD tag to easily find all the documents who's filing date is equal to creation date.

 

If you have any questions or would like more information about how any of these activities is configured, I'd be happy to go into more detail!  Good luck!

 

 

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Replies

replied on September 10, 2014

Hi Rob,

 

Thank you so much!!!

 

For some reason the date format did not work, so I changed it to "%(ForEachEntry_CurrentEntry_CreationDate#"d"#)".

 

I added activities to invoke our Workflow which updates filing dates if the original creation date field is populated. 

 

It has worked in increasing numbers up to about 900 search results.... only 97,000 to go.

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replied on April 8, 2015

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