2 Replies Latest reply on Nov 11, 2010 2:53 PM by Jim Glynn

    List and count all documents across all contract workspaces?

    Jim Glynn Novice

      Hello,

       

      We are trying to list and count the number of documents we have added to contract workspaces over a period of time.  We are using the bulk load tool to create these documents in contract workspaces.

       

      See attached screen scrape for how we are trying to search using All documents, Creation date, and ID.

       

      We are trying to select record IDs beginning with “LCW” since the workspaces we are creating have this as IDs; example: LCW01001.

       

      1)       We are not having any success with the ID field returning IDs beginning with LCW.

       

      2)       When we look at the Search Result options, we are not finding something useful like a project ID.  We are trying to cross-foot between pre-load lists of documents and the results after the load.

       

      3)        What are we doing “wrong”?  What other options do we have to get this information?

       

      4)       Is there a way to do this with Reports if it is not possible with Search?

       

      Sorry about the graphic. If you hold down Ctrl key & spin your mouse wheel "up" it will enlarge the graphic.

       

      Thanks,

       

      Jim

       

      Search Documents.png

        • Re: List and count all documents across all contract workspaces?
          Randy Shepherd Newbie

          Jim,

          If you choose a project type, this will add additional fields at the Project Level that you can use to filter.  The Contract ID is one of the fields you can choose on the Search Options link to filter your search.

          Randy

          • Re: List and count all documents across all contract workspaces?
            Jim Glynn Novice

            What we wanted to do is get a count of all documents in all contract workspaces regardless of the number of workspaces.  Here is how you do this using Search (instead of Reports).

             

            Start on the Contracts Dashboard.  Select Search, then, Any Document.  This opens the Search Filter screen.  Make sure Project Type of Contract Workspace (Procurement) is selected.

             

            Click on Search Options and select the Ignore Max Search Limits option under Advanced.

             

            Click on the Search button.  The search will retrieve a list of all such documents and a total number.

             

            We needed the information to help manage a data migration project.