Novell Home

Using Find Results Folders for Document Management

Novell Cool Solutions: Feature
By Danita Zanre

Digg This - Slashdot This

Posted: 27 Mar 2003
 

Using Find Results Folders for Document Management

If you are a heavy document management user, you know that there are many ways to categorize your documents. Many users put document references into folders, share folders with other users, etc. in order to make certain that the documents they need are easily accessible. Let's look at the Find Results Folder as a means of keeping your documents handy without cluttering up your mailbox with unnecessary (and often duplicate) copies of document references.

First of all, think of the kinds of documents that you need easy access to. Perhaps you are working on a specific project or client work. That is a perfect use for find results folders. You can use find results folders to search for just about anything you can imagine in the document management system for which you have rights to view.

Following are a couple of scenarios

Searching in Document Fields

Any document field that exists for your documents can be used in as a find criterion. For example, if your company has custom fields for project name or client name, you can use them in your custom searches. In the following find two users, Nessie and Danita, are sharing work on projects regarding GroupWise. In the past Nessie and Danita had a shared folder in which Danita put all of her work related to GroupWise support and articles so that Nessie knew what work was in progress. Danita, however, has not always been consistent about remembering to put these document references in the folder, and so Nessie is looking for a more reliable means of finding these documents. Danita has agreed to put the word "GroupWise" in the subject of all of her documents relating to this project in order to assist Nessie in finding them. In our scenario, Nessie always has access to documents created by Danita through sharing rights.

Here's what Nessie is going to do to create her folder:

  1. Click on the find icon on the GroupWise toolbar.
  2. Go to the Find by Example tab
  3. Verify that the library listed is where you wish to search
  4. Type "groupwise" in the Subject field
  5. Type "danita" in the Author field (GroupWise will auto-complete the name)
  6. Click OK.

You will see a list of find results. If this list does not contain the results you expect, you can click on the Modify Find icon on the toolbar and refine the criteria for the find.

Once you have the find results the way you wish, choose File|Save as Folder to save your results to a folder. GroupWise 6.5 even has a nice little "Save as Folder" button on the toolbar.

Full-Text Searching

GroupWise also allows you to do full text searching of documents. Nessie suspects that Danita still isn't being that consistent in how she names her documents, so it's time to change the find a bit. We're going to search for text in the document.

  1. Click on the find icon on the GroupWise toolbar.
  2. Go to the Find by Example tab
  3. Verify that the library listed is where you wish to search
  4. Type "groupwise" in the Document Text field
  5. Type "danita" in the Author field (GroupWise will auto-complete the name)
  6. Click OK.

Notice that the results are not entirely the same - this time Nessie has found more documents that did not meet the first search. And yet, some of the documents Nessie found the first time are not listed. It looks like this is a case for needing the "Find" tab and a more advanced search.

Advanced Searching

What Nessie really needs to find documents where Danita is the author and the subject OR the text contains "groupwise". Let's see one way to do this.

  1. 1. Click on the find icon on the GroupWise toolbar.
  2. 2. Go to the Find tab
  3. 3. Uncheck the user name in the box on the right.
  4. 4. Verify that the library listed is where you wish to search (or even choose multiple libraries if necessary.
  5. 5. Type "groupwise" in the box under "Full Text"
  6. 6. Now click on the Advanced Find button
  7. 7. Choose "Author" as the type of field, and indicate that this field should "contain danita"
  8. 8. Click the "End" button and change it to "New Group"
  9. 9. an "And" button will appear in the middle of the line below the Author line - change this to
    "Or"
  10. 10. Choose "Author" as the type of field, and indicate that this field should "contain danita"
  11. 11. Click on the "End" button and change it to "And"
  12. 12. Choose "Subject" as the type of field, and indicate that this field should "contain groupwise" - see the figure below

If this fits what you are looking for, save it as a folder as described above. Now, in your mailbox, each time you click on this folder you will receive a new list of the documents that fit your criteria.

Searching Tips
  • Most users will find that the Find by Example tab is the easiest and most intuitive way to search for documents. It does have some limitations:
    • You can only search in one library at a time
    • You cannot do complicated And/Or searches through the Find by Example
  • Although you can create a folder as a "Find Results Folder" through normal folder creation methods, it is often easier to do the find first, refine it so that it is giving you the exact results you desire, and then saving the folder
  • You can only find documents for which you have at least view rights. If you are not finding documents you think you should have access to, perhaps the sharing is not set up properly.

Danita Zanr is an industry recognized GroupWise expert, specializing in consulting services, and providing GroupWise administrators and user unique tools to make their GroupWise experience less complicated and more enjoyable. Danita is the author and co-author of several books regarding GroupWise, including Document Management with Novell GroupWise. This guide is available at http://www.caledonia.net.

Related Links:


Novell Cool Solutions (corporate web communities) are produced by WebWise Solutions. www.webwiseone.com

© 2014 Novell