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Question

Question

Find and Export with various names.

asked on February 18, 2015

My client has a list in Excel of names: Doe, John or John Doe.  Presently in their Laserfiche Repository they have documents with various naming conventions in various Folders;

1/1/15 John Doe

Doe, John – Letter

John Doe

1/1/15 Doe, John – Signature

From their LF Repository they need to pull and export everyone on the Excel list.  These documents will be exported as PDFs on an external drive.

Is there a way to configure the search in LF or Workflow to accomplish this?  And if so where do I start?

Your suggestions would be appreciated.

Thank you

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Replies

replied on February 19, 2015

Hey Jeff,

Yes, you can either configure the search manually or with Workflow. Which option you choose depends on a couple of factors, namely how long the list of names is, and how the Excel sheet is set up. If the list is relatively short, you could just run a search for each name on the list, and export the contents: 

Here I have run a search for all documents that contain Steele (the last name of an employee) within the document name. You'll see I included wildcards (*) before and after the name; this accounts for any text that may come before or after the employee's last name. 

If you want to go the Workflow route, you can have a workflow use the provided list of names to run a search for documents listed under each name, and send you the results. To do so, first query the Excel sheet to grab each name on the list. From there, use a For Each Row activity to run through each listed name, use pattern matching to grab the user's last name, and finally run a search using the extracted last name. Have Workflow email you the results, and call it a day! 

If you have any further questions, or need help setting up the workflow, just let me know!

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