Configure a quick search

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With quick search you can perform a search in DocuWare from a selected email directly in Microsoft Outlook. It uses a previously defined configuration that contains the search criteria.

In this way, for example, from one email you can find all archived emails you received from the same sender with one click of a button. The emails found are displayed in a DocuWare result list in Outlook and sorted in such a way that the most recent emails are at the top.

You have two options for configuring the quick search: You can define the search terms, or you can use a DocuWare list, i.e. a search with predefined search terms.

Defining search terms

Here you configure the quick search. Get further information about the result list and search queries:

Result list

Here you can see all the result lists of the selected file cabinet for which you have access rights. The result list serves two functions in a quick search:

1. The results of the quick search will be displayed in the layout of this result list.

2. The fields of the result list can be selected below as search configuration index fields.

Search query

Searches from Connect to Outlook proceed as follows: Click on an email in Connect to Outlook and select a quick search. The search will be carried out according to the criteria specified here: "Show all documents in the file cabinet whose "xx" Index Field contains the entry "yy."

Index field

Here select a DocuWare index field in which Connect to Outlook should perform the quick search. If you select a field more than once, an OR search is performed using the different search conditions.

Search term

Depending on the search term, different searchable entries will be available in the field.

Email property

With this method the search term is extracted from the Properties of the email from which the quick search is performed.

Example: The sender of the email is used as the search word and therefore other emails from this sender are searched for.

Properties of the email contact

With this method, information is extracted from the Outlook contact of the email from which the quick search is performed: For incoming emails, the contact information for the email sender; for outgoing emails, the contact information for the email recipient. This information is then used as a search term.

Example: If a business partner has several email addresses which they use to communicate with you, you can extract their name from Outlook Contacts and use the name to perform a search. This way emails from the business partner that were sent from another email address are also found. However, all email addresses of the business partner must be entered in Outlook Contacts for this to work.

Fixed entry

All emails that should be found using this configuration must contain the corresponding index entry, that can be entered in the field on the right, in the index field selected on the left.
Example: Accounting for an index field with the department name

Predefined Entry

With this method a predefined entry is used for the search in the index field.
For example: With CURRENTUSERLONGNAME, the name of the current user, i.e. the user who is performing the quick search via the configuration, is copied to the index field.

Entry

Depending on the chosen search term, you have different options here for determining the index entry:

Email property

Select the email property that is to be copied to the DocuWare index field from the dropdown list.

Properties of the email contact

Select the contact information that is to be copied to the DocuWare index field from the dropdown list.

For incoming emails, the contact information for the email sender is used; for outgoing emails, the contact information for the email recipient is used.

Up to three different email addresses may be stored per Outlook contact. All three addresses are always searched in Contacts.

Fixed entry

Type the index entry you want directly into the entry field.

Predefined entry

Select one of the following entries from the dropdown list:

CURRENTDATE: for the current date

CURRENTDATETIME: for the current date with time

CURRENTUSEREMAIL: the email address of the current DocuWare user, as it is entered in the DocuWare Administration

CURRENTUSERLONGNAME: the long user name of the current user, as it is entered in the DocuWare Administration

CURRENTUSERSHORTNAME: the short user name of the current user, as it is entered in the DocuWare Administration

Use list

With this option, no quick search is run with reference to a selected email, and instead a DocuWare list is displayed in Outlook. Therefore you do not have to create a search query specially for this configuration.

All the lists which belong to the selected file cabinet, and for which you have access rights, are available.

All users who later want to use this configuration must also have rights to this list. Otherwise it cannot be displayed.

You can create new lists in DocuWare Configuration in the File Cabinets section.