[Mayan EDMS: 2100] Searching for untagged / items not in any container

[Glenn Corbett]

All,

Hopefully an easy one.

Have just installed mayan EDMS, loving it so far.

When searching for documents, is it possible to search for documents that
are NOT tagged with anything, and also for documents that are NOT in any
containers?

As I am tagging and classifying documents, would like to be able to search
for those documents I haven't processed yet, rather than have to
continuously go through the full list of documents.

Thanks.

[Dave Kimmel]

Hi Glenn,

I figured out a way to do this using Indexes. Here are the rough steps:

1) Create an index (System, Setup, Indexes).

2) In the Tree Template, add a child node under the root node. Make sure you select Link Documents. Add the following expression:

{% if document.tags.count == 0 and document.cabinets.count == 0 %}No Cabinets or Tags{% endif %}

2a) At this point, you could add more child nodes under the root node to do other things. For example, you could do something like this to find documents which have been tagged but not put in a cabinet:

{% if document.tags.count > 0 and document.cabinets.count == 0 %}Tagged, but not in a Cabinet{% endif %}

2c) You could even construct an if/else if structure to do it all in one node of the tree template.

3) In the Document Types for the index, select the appropriate document types.

4) Rebuild the index (System, Tools, Rebuild Indexes).

5) Go to Indexes and make sure it’s doing what you expect.

Once you’ve created the index it will keep itself up to date automatically as you add and update documents. You can treat it as a saved search of sorts and just refer to it every time you want to look for documents that need to be processed.

Hope that helps,
-- Dave Kimmel

Post by Glenn Corbett
All,
Hopefully an easy one.
Have just installed mayan EDMS, loving it so far.
When searching for documents, is it possible to search for documents that are NOT tagged with anything, and also for documents that are NOT in any containers?
As I am tagging and classifying documents, would like to be able to search for those documents I haven't processed yet, rather than have to continuously go through the full list of documents.
Thanks.
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[Glenn Corbett]

Thanks for the quick response Dave, will give it a whirl this evening

Glenn

Post by Dave Kimmel
Hi Glenn,
1) Create an index (System, Setup, Indexes).
2) In the Tree Template, add a child node under the root node. Make sure
{% if document.tags.count == 0 and document.cabinets.count == 0 %}No
Cabinets or Tags{% endif %}
2a) At this point, you could add more child nodes under the root node to
do other things. For example, you could do something like this to find
{% if document.tags.count > 0 and document.cabinets.count == 0 %}Tagged,
but not in a Cabinet{% endif %}
2c) You could even construct an if/else if structure to do it all in one
node of the tree template.
3) In the Document Types for the index, select the appropriate document types.
4) Rebuild the index (System, Tools, Rebuild Indexes).
5) Go to Indexes and make sure it’s doing what you expect.
Once you’ve created the index it will keep itself up to date automatically
as you add and update documents. You can treat it as a saved search of
sorts and just refer to it every time you want to look for documents that
need to be processed.
Hope that helps,
-- Dave Kimmel
All,
Hopefully an easy one.
Have just installed mayan EDMS, loving it so far.
When searching for documents, is it possible to search for documents that
are NOT tagged with anything, and also for documents that are NOT in any
containers?
As I am tagging and classifying documents, would like to be able to search
for those documents I haven't processed yet, rather than have to
continuously go through the full list of documents.
Thanks.
--
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For more options, visit https://groups.google.com/d/optout.

[Glenn Corbett]

Hi Dave,

Worked through that this evening, even better than what I was after!

Thanks.

Glenn

Post by Dave Kimmel
Hi Glenn,
1) Create an index (System, Setup, Indexes).
2) In the Tree Template, add a child node under the root node. Make sure
{% if document.tags.count == 0 and document.cabinets.count == 0 %}No
Cabinets or Tags{% endif %}
2a) At this point, you could add more child nodes under the root node to
do other things. For example, you could do something like this to find
{% if document.tags.count > 0 and document.cabinets.count == 0 %}Tagged,
but not in a Cabinet{% endif %}
2c) You could even construct an if/else if structure to do it all in one
node of the tree template.
3) In the Document Types for the index, select the appropriate document types.
4) Rebuild the index (System, Tools, Rebuild Indexes).
5) Go to Indexes and make sure it’s doing what you expect.
Once you’ve created the index it will keep itself up to date automatically
as you add and update documents. You can treat it as a saved search of
sorts and just refer to it every time you want to look for documents that
need to be processed.
Hope that helps,
-- Dave Kimmel
All,
Hopefully an easy one.
Have just installed mayan EDMS, loving it so far.
When searching for documents, is it possible to search for documents that
are NOT tagged with anything, and also for documents that are NOT in any
containers?
As I am tagging and classifying documents, would like to be able to search
for those documents I haven't processed yet, rather than have to
continuously go through the full list of documents.
Thanks.
--
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[Roberto Rosario]

Very ingenious solution!

Post by Glenn Corbett
Hi Dave,
Worked through that this evening, even better than what I was after!
Thanks.
Glenn

Post by Dave Kimmel
Hi Glenn,
1) Create an index (System, Setup, Indexes).
2) In the Tree Template, add a child node under the root node. Make
{% if document.tags.count == 0 and document.cabinets.count == 0 %}No
Cabinets or Tags{% endif %}
2a) At this point, you could add more child nodes under the root node to
do other things. For example, you could do something like this to find
{% if document.tags.count > 0 and document.cabinets.count == 0 %}Tagged,
but not in a Cabinet{% endif %}
2c) You could even construct an if/else if structure to do it all in one
node of the tree template.
3) In the Document Types for the index, select the appropriate document types.
4) Rebuild the index (System, Tools, Rebuild Indexes).
5) Go to Indexes and make sure it’s doing what you expect.
Once you’ve created the index it will keep itself up to date
automatically as you add and update documents. You can treat it as a saved
search of sorts and just refer to it every time you want to look for
documents that need to be processed.
Hope that helps,
-- Dave Kimmel
All,
Hopefully an easy one.
Have just installed mayan EDMS, loving it so far.
When searching for documents, is it possible to search for documents that
are NOT tagged with anything, and also for documents that are NOT in any
containers?
As I am tagging and classifying documents, would like to be able to
search for those documents I haven't processed yet, rather than have to
continuously go through the full list of documents.
Thanks.
--
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