Searching for dossiers in Xtendis 7

Dossiers group together documents that are related to each other, such as all documents for a particular customer or employee.

For more information about dossiers, see Working with dossiers in Xtendis 7.

Similar to searching for documents, you can also search directly for dossiers.

This article explains how this is done.

Tools

Searching for dossiers can be done by using the following:

• The Quick Find option on the Dashboard
• The Find option for more detailed searches
• The Advanced search for very detailed searches
• Folders that automatically search for dossiers
• Dossier properties as tags
• Marking documents or folders as Favorite
• Using the Recently viewed option on the Dashboard

Each is explained below.

Info: Use the filter to only show information for one option: All options Quick Find Find option Advanced search Folders that automatically search for dossiers Properties a tags Favorites Recently viewed

Quick find

The Quick Find option is available on the Dashboard and is used to quickly find a document, note, or dossier by entering just one or a few search criteria without having to be familiar with the archive structure.

For full details about how to use the Quick find, see Searching for documents in Xtendis 7.

When performing the search, a new page appears with the search criteria at the top and the search result below it.

Note that different tabs are used for showing the results for documents (in blue), dossiers (in green), and notes (in yellow).

To view any dossiers that were found, click the Dossiers tab.

For more details about using the search results, see Working with search results in Xtendis 7.

Find option

The Find option is a more general search option and also includes an option to search for dossiers directly.

Step 1. Do one of the following:

• On the Dashboard, click on the three dots of the Find icon and choose Dossiers from the menu that appears.
• On the Dashboard toolbar, hover the mouse pointer over the Find icon and choose Dossiers from the menu that appears.

The Find options appear. The green background indicates that dossiers are going to be searched.

Step 2. Enter the search criteria. This is identical to that of searching for a document. For details, see Searching for documents in Xtendis 7.

Step 3. Click Find to perform the find.

The results are shown on the same page.

Note: If the dossier that you are looking for does not appear, it either does not match the search criteria or you do not have sufficient rights to view it. Change the search criteria or check with your system administrator about your access rights.

Search results

After performing the search action, the results are shown on the same page.

On the page, you will see the search panel on the left, the found dossiers in the middle, and the details of the selected dossier on the right.

The components on the page are explained in the following table:

#	Component	Description
1	Search results list	Shows the dossiers that have been found. The total number of found dossiers is shown at the top. The way the results are displayed can be changed by: Adding and removing columns Sorting and rearranging columns Grouping column headers Filtering columns For full details, see Working with search results in Xtendis 7.
2	Search results menu	Contains the following options: Edit layout. For adding and removing columns. Export. For exporting the results as an Excel file for further analysis. For full details, see Working with search results in Xtendis 7.
3	Dossier details panel	Shows the dossier details. The following is shown: The total number of documents that are in the dossier is shown in the top right corner. The Properties tab shows details about the dossier. Tip: Click one of the properties to perform a search based on that property. For example: clicking Active in the 'Status Active' field, performs a search for all active dossiers. The Notes tab shows any notes that have been added to any of the documents in the dossier. The Flow history tab shows any flow history of the Dossier and optionally of the documents in the dossier. (This requires Xtendis 7.2.5 or higher. See how to check which version of Xtendis you are using.)
4	Dossier details menu	Contains the following options: Edit dossier. For editing the dossier properties. Clicking it displays the Edit properties panel. Update the properties as needed. Copy dossier. For creating a new dossier based on the properties of the current dossier. Delete dossier. For deleting the dossier.
5	Actions menu	Appears when one or more dossiers are selected (see #6). It contains the following options: Edit properties collectively. Update the properties for all selected dossiers. Delete dossiers. For deleting the dossier.
6	Select dossier	Selecting one or more dossiers displays a menu at the top (see #4) with which actions can be performed on the dossiers.
7	Open dossier	Opens the dossier in a new Web browser tab.

Advanced search

The Advanced search option is a powerful tool for finding dossiers by using operators such as 'equals', 'less than', 'greater than' and criteria such as AND, OR, and so on.

Note: Using the Advanced search option is aimed at power users of the system and requires special permission.

Step 1. Do one of the following:

• On the Dashboard, click on the three dots of the Find icon and choose Advanced Search from the menu that appears.
• On the Dashboard toolbar, hover the mouse pointer over the Find icon and choose Advanced Search from the menu that appears.

The Advanced search options appear.

Step 2. At the top of the panel, change Documents to Dossiers. Note that the Find button now turns green, indicating that you are now working with dossiers (as opposed to blue for documents).

Step 3. Choose the archive to search in.

Note: This needs to be an archive that contains dossiers.

Step 4. Determine what to search for by setting the criteria. For details, see Using criteria when searching in Xtendis 7.

Note: The following criteria specific to searching for documents within dossiers 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. Both come with specific comparison types and operators. For details, see Using criteria when searching in Xtendis 7.

Tip: Click Save as Search folder next to the Find button when regularly performing the search. This stores the query as part of a folder based on that query (also known as a Dossier Search folder). This way, you do not have to manually create the (often complex) advanced search criteria each time you want to use them.

Step 5. Click Find to perform the find action.

The search results are shown (see below).

Note: If the dossier that you are looking for does not appear, it either does not match the search criteria or you do not have sufficient rights to view it. Change the search criteria or check with your system administrator about your access rights.

Search results

After performing the search action, the results are shown on the same page.

On the page, you will see the Advanced search panel on the left with the found dossiers below it, and the dossier properties and any notes that have been added to the documents in the dossiers to the right.

For more details about using the search results, see Working with search results in Xtendis 7.

Folders that automatically search for dossiers

When regularly searching for dossiers using an Advanced search (see above), the Advanced search can be permanently stored in a folder (also known as a 'Dossier search folder'). When opening the folder, the advanced search is automatically performed. This way, you do not have to manually create the (often complex) advanced search criteria each time you want to use them.

Example: A folder can be created based on a search that looks for all dossiers of all active employees of the company.

Step 1. Do one of the following:

• On the Dashboard, click on the three dots of the Add icon and choose New folder from the menu that appears.
• On the Dashboard toolbar, hover the mouse pointer over the Add icon and choose New folder from the menu that appears.

The New folder panel appears.

Step 2. Fill out all details as explained in Working with folders in Xtendis 7.

Note: The important part here is to set 'Entity' to 'Dossier' and 'Type' to 'Search folder'. This setting cannot be changed once the folder has been created.

Step 3. Select the Query tab at the top.

Note: This tab is only available when 'Type' is set to 'Search folder' in the previous step.

Step 4. Construct your query as explained in the Advanced search section earlier in this article.

Step 5. When done, click OK to create the folder.

Properties as tags

When viewing the properties of a dossier, you can see that some of these properties are displayed as a tag with a colored background.

Each of these tags can be clicked. A search is then performed with the property value as the search term. This way, you can quickly perform searches without having to enter any search terms.

Favorites

Dossiers that you use frequently can be marked as favorite. They then appear in the list of favorites on the Dashboard so that you can quickly and easily access them without having to use the search function.

Marking a dossier as favorite is done by clicking its star icon.

Recently viewed

Dossiers which you know you have viewed recently can be easily accessed from the Dashboard by clicking Recent at the bottom of the page.