Searching for a document set using control numbers
Occasionally, you may need to search for a large set of documents based only on a list of control numbers. This topic shows you how to use a dtSearch index, a Search Terms Report, and the Field Tree to return a set of documents from a list of control numbers.
Security and permissions
Begin by setting (or confirming) the following permissions for your workspace:
- Search Index – Edit/Add and corresponding tab
- Search Terms Report – Edit/Add and corresponding tab
- Field Tree browser access
Steps
- Create a Saved Search that returns all documents in your Workspace.
- Name the saved search Control Numbers Saved Search.
- Remove all fields except the control number field.
- Create a new dtSearch index of all control numbers in your Workspace.
- Name the dtSearch index Control Numbers dtSearch.
- Use the Control Numbers Saved Search as your Searchable Set. Click Yes to continue when you see the warning message about long text fields.
- Complete a Full Build of the index. Click Yes to activate the index after the build.
- Navigate to the Documents tab, then Saved Searches tab.
- Click the Control Numbers Saved Search to display the results in the list pane.
- Select all the records, then click Export to File from the Mass Action drop-down menu.
- For the Format value, select (or confirm) Excel Spreadsheet via HTML (.xls) is active.
- Click Export.
- Open the downloaded file in Excel, then select all the control numbers and copy them. (Highlight the column values, then click CTRL-C.) In a later step, you paste the numbers in your search terms report. If you have a many records, consider breaking them down into chunks of 100.)
- Create a new Search Terms Report for your list of control numbers.
- Name the search terms report Control Numbers STR.
- Use the Control Numbers dtSearch index as your index.
- Use the Control Numbers Saved Search as your Searchable Set.
- Confirm Show in Field Tree is active so that your results return in the Field Tree.
- Save the report. Click Yes to continue when you see the warning message about long text fields.
- Click Add Terms.
- Paste the control numbers from the exported Excel spreadsheet into the list box (CTRL-V.)
- Click Add.
- Click Run All Terms to run the report.
- Use the Field Tree browser to review the results. Click the folder icon for the Control Numbers STR to return all documents from your list of control numbers.
Resources
- dtSearch—how to create a dtSearch index.
- Saved search—how to create a saved search.
- Search terms reports—how to create a search terms report.