Search for Workflow Steps on the Document Screen

🎯 Objective

In this article, you will learn how to use the search for workflow steps in the document list, a feature that allows you to quickly find documents with specific steps in progress. By the end, you will be ready to locate documents more efficiently.

This article contains the following sections:

• What is the search for workflow steps?
• How to use the search for workflow steps?
• Mixing filters and text search
• Frequently asked questions
  
  

🆕 What is the search for workflow steps?

The search for workflow steps on the document screen allows you to type the name of a step into the search field and view all documents that have that step open. This speeds up the identification of documents that are at a specific point in the workflow, facilitating tracking.

Main characteristics:

• Prioritizes compound terms in the search.
• Shows parallel steps in progress, even if they are not directly displayed in the document list.
• Works for workflows 1 and 2.

This functionality is a significant improvement for those managing multiple documents at different stages and who need agility in locating them.

⚙️ How to use the search for workflow steps?

1. On the document screen, go to the free text search bar.
2. Type the name of the workflow step you want to find.
3. The search will return all documents with that step in progress.

📌 Tip: If there are parallel steps, the search will return documents with those steps in progress, even if another step is displayed in the document list. This is useful for quickly identifying documents on multiple work fronts within the same workflow, ensuring that no parallel step is forgotten.

👉 Mixing filters and text search

Currently, the search for workflow steps is optimized to work only with the free text field. If you try to combine this search with other filters, the result may not be as expected.

• For example, if you use an author name filter along with the workflow step search, the results may not accurately reflect both criteria.
• This happens because the search for steps was developed as a quick improvement (Quick Win) and currently works exclusively with free text. Integration with filters will be a future improvement.
  
  📌 Tip: For more accurate results when using step search, avoid combining it with filters until the full improvement is released (expected in Q4 2024).

❓ Frequently asked questions

1. Is the workflow step search available for workflow 1 and workflow 2?
Yes, both workflows are supported.

2. Why doesn't the search work correctly with filters?
We are in a transition process where only the free text search is in the new format (Elasticsearch). When the filters are integrated into the new search, it will work correctly (expected by Q4).

With the workflow step search, you can more efficiently track the progress of your documents and speed up decision-making!