Xerox SmartSend Support & Software User Guide
4-2
Search Workflows
Search Workflow Overview
Search Workflows are available when the optional TrueMatch component is installed with SMARTsend
Professional Edition. TrueMatch Search Workflows enable you to scan a small portion of a paper document
and locate a matching or similar electronic version of the document that is stored in a supported destination.
The destinations currently supported include:
Professional Edition. TrueMatch Search Workflows enable you to scan a small portion of a paper document
and locate a matching or similar electronic version of the document that is stored in a supported destination.
The destinations currently supported include:
DocuShare 3.1, 4.0
SharePoint Portal Server 2001
SharePoint Portal Server 2003
Search Workflows are similar to SMARTsend Distribution Workflows. New Search Workflows are created
within SMARTsend using a wizard, and they are managed and maintained using the Workflow Explorer
page. See Workflow Explorer on page 3-3 for additional information on viewing and managing existing
workflows.
within SMARTsend using a wizard, and they are managed and maintained using the Workflow Explorer
page. See Workflow Explorer on page 3-3 for additional information on viewing and managing existing
workflows.
TrueMatch can locate the following file formats:
Word (.doc, .dot)
PowerPoint (.ppt, .pps, .pot)
Excel (.xls)
Text (.txt, .rtf)
PDF (.pdf - text searchable only; not supported by all destinations or may require additional
configuration on the destination computer)
configuration on the destination computer)
Web Pages (.htm, .html)
Adding a Search Workflow
There are two ways to create a Search Workflow. A new Search Workflow can be created by using a wizard
which steps the user through the process of defining the workflow. Alternatively, a new Search Workflow
can be created by modifying an existing Search Workflow and saving it (Save As) with a different name.
which steps the user through the process of defining the workflow. Alternatively, a new Search Workflow
can be created by modifying an existing Search Workflow and saving it (Save As) with a different name.
Creating a New Search Workflow
Any user can create a new Search Workflow. A wizard leads the user through the steps necessary to define
the workflow, including defining the document search locations, the search parameters, and the workflow
settings.
the workflow, including defining the document search locations, the search parameters, and the workflow
settings.
To create a new Search Workflow:
1
Navigate to the User Home Page and click Add New > Search Workflow... under the Workflows
heading. The Document Search Locations page will be displayed.
heading. The Document Search Locations page will be displayed.
2
Select the desired Search Locations. For locations that have already been configured, checkboxes will
be displayed. Select a configured location by selecting the checkbox for the location. If a desired
location is not listed, go to the location type and click add locations. See Document Search Locations
on page 4-4 for additional information. Click Next >> to proceed.
be displayed. Select a configured location by selecting the checkbox for the location. If a desired
location is not listed, go to the location type and click add locations. See Document Search Locations
on page 4-4 for additional information. Click Next >> to proceed.
N
OTE
:
When using a TrueMatch Search Workflow to locate a matching or similar electronic version of a
document, the documents must have been authored in English.