Tech Tip: Using Advanced Search to Locate Missing Documents

Laserfiche Tech Tip
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Many companies have specific required documents that must be saved in a certain repository, such as employment contracts for every employee or manifests for a shipment. Locating missing documents of a specific type can be a time-consuming challenge when users have to double-check folders and verify that the correct documents are on file.

Laserfiche advanced search simplifies this process by supporting searches for documents that are present in a folder as well as missing documents. Users can locate missing documents using the ChildName advanced search type, which allows users to locate all folders that contain documents with a particular name. Combining this search with the NOT operator (-) allows users to find all folders that do not contain documents of a particular name. Users can combine this with any other search to return folders that meet particular criteria but that do not contain a document with the specified name.


 Example 1: Patient Records

A hospital keeps all of information about patients in a Patients folder with subfolders for each patient by name. Within each patient’s folder is a folder called “Forms.” Each patient should have a signed record that they received a Notice of Privacy Practices on file in their “Forms” folder. The notifications are titled first with the date and then with the words “Notice of Privacy Practices.”  (i.e. “2008-02-28 Notice of Privacy Practices.”) T

The following search would locate each “Forms” folder in the repository that does not contain a document with the words “Notice of Privacy Practices” in the title, allowing a user to quickly determine which patient folders are mossing the document:

{LF:Name=”Forms”, Type=”F”} – {LF:ChildName=”*Notice of Privacy Practices*”}


 Example 2: Member Information

A gym keeps all of member information in individual member folders named after the members. These folders all have the “Member Information” template.

Each member should have a document called “Liability Waiver” in their folder. The following search would locate every folder with the “Member Information” template that does not contain a document called “Liability Waiver,” so that a waiver can be obtained from those members:

{[Member Information]} – {LF:ChildName=”*Liability Waiver*”}

Note: The syntax “- {LF:ChildName=”Text”}” is not valid on its own because The NOT (-) operator is a relational operator. This syntax must be used to modify some other search type, such as the folder names or template searches.



User Education The User Education team at Laserfiche consists of the technical writers responsible for all Laserfiche software documentation, including help files, white papers, and instructional videos.

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