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SharePoint 2010 Search

This topic refers to legacy products, components or features. Therefore, this topic is offered "as is" and will no longer be updated. This topic does not infer that the product, component or feature is supported, or that the product, component or feature will continue to function as described herein.

What does the SharePoint Search Wizard Do?

The SharePoint Search Event Wizard is used to search in a SharePoint List or Library or search across a List or Library type, making use of defined search criteria set up in the wizard. The search results will be stored in a Content Field that can then be used in the following SharePoint Wizards:

SharePoint List Items Wizard
SharePoint Documents Wizard
SharePoint Records Management Wizard
SharePoint Publishing Wizard
E-mail Event Wizard

Why use the SharePoint Search Event?

The SharePoint Search event wizard provides the ability to search for items in either a specific list or library, or across a specific list or library type. This is a very powerful and useful feature when building processes that need to perform actions on items in SharePoint that meet certain criteria. For example, all documents that have reached a certain status need to be moved to a different library, or all documents that meet specific criteria need to be moved to the Records Center so that a hold can be placed on those records.

The Indexing Service does not need to be active within SharePoint to make use of this wizard

Required:

Document Library in SharePoint or
Document List in SharePoint

Search Results Used Across K2 Processes

The results of the Search can be used across other K2 Processes by making use of the IPC Event Wizard.

Using the SharePoint 2010 Search Wizard

To start the SharePoint Search Event Event Wizard, select the SharePoint Search Event Wizard from the Events Templates in K2 Studio and drag the event onto the design canvas or onto your activity.

Event Name and Action

The Event Name and Action screen is used to select which function to perform with the SharePoint Search Event Wizard. Select either the Search in a SharePoint List or Library or Search across a List or Library Type action. A unique Event Name for the Search can be added in the Event Name text box, to easily identify the specific search for later use.

To make use of the SharePoint Search Event Wizard a Document Library or Document List needs to be available within SharePoint to facilitate the search

Image - Event Name and Action Screen

Feature	What it is	How to use it
Actions	Select an Action for this event Search in a SharePoint List or Library Search across a List or Library Type	Select the option

Search List or Library

The Search List or Library screen is context sensitive and will display entry fields relevant to previous selections made in the wizard.

Search in a SharePoint List or Library

After selecting Search in a SharePoint List or Library from the Event Name and Action screen the Search List or Library screen will be displayed as displayed below. The Search List or Library screen is used to configure which SharePoint Site URL and List or Library to use during the search.

Image - Search List or Library Variant 1 screen

Feature	What it is	How to use it
SharePoint Site URL	Stipulates the relevant SharePoint Site URL where the List or Library is located that should be used during the Search	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL
List or Library	Stipulates which List or Library to use during the Search	Enter the Name of the Document Library by typing or drag-and-dropping it into the text box

Search across a List or Library Type

After selecting Search across a SharePoint List or Library Type from the Event Name and Action screen the Search List or Library screen will be displayed as displayed below. The Search List or Library screen is used to configure the SharePoint Site URL to use during the search.

Image - Search List or Library Variant 2 screen

Some List Templates will reset the List Type selection to None. Continue with the wizard

Feature	What it is	How to use it
SharePoint Site URL	Stipulates the relevant SharePoint Site URL where the List or Library is located that should be used during the Search	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL
Search Scope	Defines the scope of the Search. This drop-down stipulates whether the search should be done on the following: Current Site Current Site and all the sub sites The Site Collection	Select the relevant option from the drop-down list if applicable
List Type	The List Type drop-down list is used to refine the search criteria to search only for a specific List Type. The List Type drop-down list will display the available list types currently available within SharePoint.	Select the relevant option from the drop-down list if applicable
List Template	The List Template drop-down list is used to further refine the search criteria to search only for a specific List Template.	Select the relevant option from the drop-down list if applicable

Search Filters

The Search Filters screen is used to define the Search parameters that should be used in the Search.

The Search Event Wizard will only use the first search criteria by default when executing the search. To add more than one search criteria, the additional search criteria needs to be bound to the first search criteria by making use of the Insert functions.

Image - Search Filters

Feature	What it is	How to use it
Add	Select this option to open the Add Filter Page	See the Add Filter section
Edit	Modifies the field	Select this option to edit a configured field
Remove	Removes the field	Click on a configured a field and select this option to remove it
Remove All	Removes all the fields	Select this option to remove all the configured fields
Insert	The Insert toolbar consists out of logic that is used to enhance the Search parameters. The Insert Toolbar is used to combine Search Filters to help refine the search results. The available operator options are: () AND OR Clear Verify	Enter the filter criteria such as a Function call or the Logical AND, OR. The information can also be cleared or verified.

Add Filter

The Add Filter screen is used to define the specific Search Criteria that should be used when executing the search. Making use of the available logic tools in this screen will ensure that only relevant search results are displayed. The Add Filter screen is context sensitive and will display one of two options, depending on previous selections made in the wizard.

Add Filter Variant 1

Feature	What it is	How to use it
Content Type	The Content Type drop-down list displays a selection of the available Content Types that can be used to filter the search results with. The displayed Content Types is context sensitive and will be determined by the selections made in the Search List or Library screen.	To filter the search results by using Content Types, select the relevant Content Type. If all Content Types should be displayed in the search results select the (All) option from the drop-down list.
Field	The Search can further be narrowed by selecting a relevant Field from the drop-down list. The available Fields displayed are retrieved from the available Fields within MOSS	To filter the search results by using Fields, select the relevant Field.
Operator	The Operator drop-down consists out of logic that is used to define the Search parameters. If the Search results are filtered using the Content Type and / or Fields, the Operator drop-down is used to create the logic for the search. The available operator options are: Begins with Contains Greater Than Greater Than or Equal Less Than Less Than or Equal Not Equal	Select the relevant operator from the drop-down list
Value	The Value text box is the only required field of this screen. The Value is used to define the search. The Value text box is context sensitive and will display options pertaining to earlier selections made in the Content Type and Field drop-down lists. If no criteria were selected the value text box can be used to add text or fields configuring the search parameters.	Provide the relevant option in the Value text box

Add Filter Variant 2

Feature	What it is	How to use it
Field	The Field text box is used to provide the SharePoint Internal Name that should be used in the Search.	Type in the SharePoint Internal Name or select it by using the ellipse button
Field Type	The Field Type drop-down list displays a selection of the available Field Types that can be used to filter the search results with.	Select the relevant option from the drop-down list
Operator	The Operator drop-down consists out of logic that is used to define the Search parameters. If the Search results are filtered using the Content Type and / or Fields, the Operator drop-down is used to create the logic for the search. The available operator options are: Begins with Contains Greater Than Greater Than or Equal Less Than Less Than or Equal Not Equal	Select the relevant operator from the drop-down list
Value	The Value text box is the only required field of this screen. The Value is used to define the search. The Value text box is context sensitive and will display options pertaining to earlier selections made in the Field and Field Type text boxes. If no criteria were selected the value text box can be used to add text or fields configuring the search parameters.	Provide the relevant option in the Value text box

Store and Limit Results

The SharePoint Store and Limit Results Page configures the Content Field that is created with the Search Results for use in other wizards.

Only an XML Node will be accepted in the Maximum Results text box. XML Fields will not be accepted.

Store and Limit Results Screen

The Content Field Type selected must match the type of Wizard that will make use of the Content Field containing the Search Results, i.e select the Document Content Field Type if the Content Field is being used within a SharePoint Document Wizard.

Feature	What it is	How to use it
Content Field Type	The Content Field Type drop-down list stipulates which type of Content Field should be created for the Search Results. The different types are: Document Publishing Pages List Items Records	Select the type of Content Field that should be created with the search results.
Content Field	The Content Field text box can be used to create a new Content Field for the search results that will be used with another wizard. The Content Field text box can also be used to append an existing Content Field with additional information containing the Search Results.	To create a new Content Field, click on the Create button and type in the new Content Field Name in the provided text box. To append an existing Content Field, click on the ellipse button and select the relevant Content Field that should be used.
No Limit	The No Limit check box is used to specify that there should be no limit restrictions applied to the Search Results.	Check this option to disable the Maximum Results function.
Maximum Results	The Maximum Results text box is used to limit the Search Result. The Maximum Results text box can be used in the following ways: DataField - By clicking on the Ellipse button and selecting a Data Field. The Search Results will automatically be limited to the number specified in the Data Field XML Node - By clicking on the Ellipse button and selecting an XML Node. The Search Results will automatically be limited to the number specified in the XML Node Number - A number can be typed in the text box, which will be used to limit the Search Results	Select either a DataField or XML Node by clicking on the Ellipse button and browsing to the relevant information, or type in a number in the text box.