Document Search

1. To see where any document is in the routing chain, select Document Search from your Workflow Channel.

2. There are several criteria you can search on, including the Routing Id, the Initiator Network Id, or the Date Created.

If you click the Detailed Search, there are additional search criteria.

Below is a screen shot showing the result when Detailed Search is selected.  

HINT: To search based on a University ID, enter a * followed by the ID in the Doc Title field.  For example:  *0001234567

You can also use the dropdown "Searches" to see a list of the most recent documents you have searched on.  This option saves a list of recent searches and gives the user the option to name and save common document searches that may have been performed.

a.   Recent Searches – A limited number of recent document searches are automatically saved by the Workflow system.  These recent searches are accessed via a drop down box at the top of the Document Search window.  The drop down is split into two sections; Named and Recent.  Recent searches are identified by the search criteria that the user entered in the search.

b.  Named Searches – Prior to searching for a document based on user entered values, the user may enter a name in the new text box labeled “Name this search (optional)”.  After doing so and selecting search; these named searches can be accessed via a drop down box at the top of the Document Search window.  The drop down is split into two sections; Named and Recent.  Named searches are identified by the name the user specified prior to searching.

c.  Reset Named Searches – A link located next to the search drop down is available for clearing the list of Recent and Named searches.  NOTE:  this will clear ALL searches.

3. Enter a search selection, click on Search and the following screen appears with the results.

NOTE:  There is the ability to download this list to an Excel file.  Simply click Excel in the Export options.

4. Click on the Route Log (arrow pointing to in screen shot above) and you will see the following screen.  The Pending Action Requests will tell you the Action, who it is Requested Of, and the Time/Date it was requested.  Once the approver has completed the action, the next time you do a Document Search, the Action will be listed as Completed.

5.  To view details of any Action, click .  You would see the following screen. You can also click the name of the initiator and/or approver and more details will be provided, including network ID in case you want to write them an email.

6. To close the Detailed list, click .

7.  To end the document search, click the X on your Explorer window.