Xerox SmartSend Support & Software User Guide

Publishing a Search Workflow

4-9

Search Workflows must be published to make them available for use. Search Workflows can be published as 
Device Scan Templates for use with Xerox Multifunction Devices, or as PaperWare cover sheets that can be 
used with Xerox Multifunction Devices and Internet Fax devices. 

The settings and process for publishing Search Workflows are very similar to SMARTsend Distribution 
Workflows. This chapter explains the publication settings that are unique to Search Workflows. To learn 
more about the common settings and general publication options that pertain to all SMARTsend workflows, 
please refer to Chapter 5, Publishing Workflows. Please consult Using a Search Workflow on page 4-10 for 
instructions on using Search Workflows after they have been published.

The Search Criteria settings dictate the results that TrueMatch Search Workflows will generate. When a 
search workflow is executed, SMARTsend will OCR and index the scanned pages of the source document. 
This information is then used as the basis for locating electronic documents. 

The following Search Criteria options can be configured for each workflow: 

Select the maximum number of documents to locate—enables you to define a limit for the number of 
documents that TrueMatch will return as matches for your search. TrueMatch will terminate a search as soon 
as this limit has been reached.

What type of search would you like to perform?—enables you to customize the search parameters that 
TrueMatch will use to locate documents. The following search options are available:

„

Retrieve exact matches—matches are listed if TrueMatch locates an electronic document that is 
an exact match to the source document pages that were scanned with the Search Workflow. 

„

Retrieve exact matches and revisions—matches are listed if TrueMatch locates electronic 
documents that are an exact match to the source document that was scanned with the workflow, as 
well as any documents that are revised versions of the source document. TrueMatch considers 
revised documents as those that are a close match to the original scanned input pages, but are not an 
exact match with the original. Typical matches with this setting may include revised or earlier 
versions of the scanned source document.

„

Retrieve related documents—matches are listed if TrueMatch locates electronic documents that 
may be related to the original document that was scanned with the workflow. TrueMatch considers 
a document to be a related document if it is based on the same topic(s) as the source document.

Editable at the device—can be selected if you prefer to define the settings at the device when you are ready 
to scan the source document. This option provides additional flexibility to customize certain workflow 
parameters without republishing the workflow.

The option to Print document(s) as URL links and best match to originating device will not 

function if you publish the search workflow as a PaperWare cover sheet and use the cover sheet to scan 
a document at an Internet Fax device.