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Using criteria when searching in Xtendis 7

Updated

Using the Advanced search feature or the creation of folders based on a query in Xtendis involves constructing criteria for finding the documents that you want to work on or that a folder should contain.

This article explains how this is done.

Components

The following figures show the components that can be used.

The components when creating an Advanced search:

The components of the Advanced search

The components when creating a folder based on a query:

The Advanced search components of a Search folder

  1. Remove criteria
  2. Criteria
  3. Add criteria row
  4. Add criteria group
  5. Refresh
  6. Get folder query
  7. Property
  8. Comparison type / operator
  9. Search value
  10. Sorting order
  11. Test query

Each is explained in more detail below.

1. Remove criteria

Click the red cross to remove a row of criteria when it is not needed anymore.

2. Criteria

Determine how the criteria relate to each other by choosing from the following options:

Criterion Description
And Finds all occurrences that meet the first and second criteria.
Or Finds all occurrences that meet the first or the second criteria.
And not Finds all occurrences that meet the first and not the second criteria.
Or not Finds all occurrences that either meet the first criterion or do not meet the second criterion.

3. Add criteria row

Clicking the plus icon adds another row of AND/OR criteria. See #1.

4. Add a criteria group

Groups criteria. This makes it possible to combine multiple advanced searches in one action.

Multiple searches can be set up this way, each with their own criteria. When the search is performed, the first set of criteria is searched on first, thereafter the results of the second set are added to it, and so on. This extends the search range considerably.

Example: Here, the following search is constructed:

  1. Find all documents of type 'Contract' which expired more than 2 months ago.

Then,

  1. Find all documents of type 'Contract' that are not signed and add them to the first set of search results.

An example of setting up a grouped search

Note: To search for documents within dossiers, the following criteria groups can be used:

  • DocumentenInDossier (documents in dossier). Use this to search on functional properties such as date of notification, document date, and subject.
  • DocumentenTechnischInDossier (documents technical in dossier). Use this to search on technical properties such as deleted by ID, state, and source.

These groups come with specific comparison types and operators, see point 8 below.

5. Refresh

Info: This button is only available when creating a Search folder.

Resets the fields to the default state. Use this when you want to start building the query from scratch again.

6. Get folder query

When you want to use an existing query that is used for a Search folder as a starting point, it can be loaded by clicking the Folder icon.

A dialog appears showing all Search folders that you have access to.

The dialog for loading an existing Search folder query

Choose the folder that contains the query you want to use from the list and click OK to load it.

7. Property

The property to search on.

The properties in the list are document properties, dossier properties, and general properties.

Note: When creating a folder that searches for Dossiers based on a query, only dossier properties are shown.

Info: The use of the 'Full text state' field requires Xtendis 7.3.12 or higher (see how to check which version of Xtendis you are using).

8. Comparison type / operator

Choose one of the following:

Type Description
Equals / Not equals Finds all occurrences of the property whose value is equal / not equal to the specified value.
Like / NotLike

Uses wildcards to search for values that are similar or not similar to the wildcard value.

For more information, see Using wildcards when searching in Xtendis 7.
Greater than / 
GreaterOrEquals

Finds all occurrences of the property whose value is greater than or greater or equal to the specified value:

  • 100 is greater than 10.

Note: alphanumeric sorting is different from numeric sorting:

  • Milk is larger than Beer (alphabet)
  • 01-01-2022 is larger than 01-01-1952
Less Than/
LessOrEquals

Finds all occurrences of the property whose value is less than or less than or equal to the specified value:

  • 10 is less than 100.

Note: alphanumeric sorting is different from numeric sorting:

  • Milk is larger than Beer (alphabet)
  • 01-01-2022 is larger than 01-01-1952
In / NotIn

Finds all occurrences that match all the values entered for the selected feature.

Separate multiple values with a semicolon (;).
IsNull / IsNotNull

Finds all occurrences for which the selected property is or is not filled (empty).

Applies only to non-mandatory fields.
Has / HasNot

Available when searching for documents in dossiers (see point 4).

Finds all documents that have or do not have the specified value.
HasActive

Available when searching for documents in dossiers (see point 4).

Finds dossiers in which at least one document is an active version.

Example: 'Type has active Manual' finds all dossiers containing a document with 'Document type = Manual' and 'Version active = true'.
HasWithNull

Available when searching for documents in dossiers (see point 4).

Finds dossiers in which for at least one document the specified value is not set.

Example: 'Type has with null' finds all dossiers in which at least one document does not have the document type set.
HasWithNotNull

Available when searching for documents in dossiers (see point 4).

Finds dossiers in which for at least one document the specified value is set.

Example: 'Type has with not null' finds all dossiers in which for at least one document the document type is set.
HasNotWithNull

Available when searching for documents in dossiers (see point 4).

Finds all dossiers in which for all of the documents the specified value is set.

Example: 'Type has not with null' finds all dossiers in which for all documents the document type is set.
HasNotWithNotNull

Available when searching for documents in dossiers (see point 4).

Finds dossiers in which for none of the documents the specified value is set.

Example: 'Type has not with not null' finds all dossiers in which for none of the documents the document type is set.

9. Search value

Enter the value to search for.

The value to enter depends on the type of property that is chosen (see #5), such as free text, a number, a date, a value from a list (fixed values), and so on.

Notes:

  • Use 'Dynamic' or 'User dependent' (U:DEPENDENT) to prompt the user to fill in that value when the folder is opened, such as the name of an employee or a date range. Such folders are also known as 'Dynamic search folders'.
  • Text searches are not case sensitive.

Example: Searching for 'document' also finds 'dOcUmEnT' and 'DOCUMENT'.

10. Sorting order

Define the order in which properties should be sorted on in the search results.

Click the plus-sign to add as many properties to sort on.

Click their arrow to define if they should be sorted in ascending or descending order.

Defining the sorting order

11. Test query

Info: This button is only available when creating a Search folder.

Runs the query and shows the total number of items found. Use this to test if the query works.

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