Find Documents by Metadata within subfolders

Forum|Forum|2 years ago
April 29, 2024
4 replies
307 views

Does anyone know how to add a wildcard at the end of the folder path so that it also looks for subfolders? I am using "Find Documents by Metadata" but the include subfolders option is not available and I want the system to review all folders within.

CLM

Best answer by Kelly.Gatling

Hi @Ellie.Stroup! Welcome to the Docusign Community!

When using the ‘Find Documents by Metadata’ step, if you use the ‘Folder’ property, then the workflow will only search that specific folder. However, this is not a required property. If you leave the ‘folder’ property blank, the workflow will search all folders within CLM and find you all documents with the matching attribute value. Would this be a possible option for your use case?

Otherwise, your best bet would be to use the ‘Find Document by Folder’ step which will allow you search all subfolders. This will compile a list of all documents within that folder structure. From there, you have to loop through the documents in workflow to find the ones with the specific attribute value you are wanting to filter on. Unfortunately, it’s a bit more complex.

Hope you find this information helpful!
Kelly

Justin Jiang

Established Contributor

Hello, One Idea is to use good folder naming conventions, so the things can be found easier for the folder path. DocuSign CLM is like a contract library, everything is tagged using metadata. Also, if you want to look at subfolders that option is available.

Welcome to the DocuSign Community and University! Your feedback is immensely appreciated. If this answer resolves your issue, please feel free to give it a Like and mark it as the "Best Answer". This helps others in the community find the information they need. Visit us at http://dsucustomers.docusign.com for more resources and support.

Justin Jiang

Established Contributor

If you choose a folder location, you can check the subfolders that you want the search to also be performed at.

Welcome to the DocuSign Community and University! Your feedback is immensely appreciated. If this answer resolves your issue, please feel free to give it a Like and mark it as the "Best Answer". This helps others in the community find the information they need. Visit us at http://dsucustomers.docusign.com for more resources and support.

K

Kelly.Gatling

Answer

Docusign Employee

Hi @Ellie.Stroup! Welcome to the Docusign Community!

When using the ‘Find Documents by Metadata’ step, if you use the ‘Folder’ property, then the workflow will only search that specific folder. However, this is not a required property. If you leave the ‘folder’ property blank, the workflow will search all folders within CLM and find you all documents with the matching attribute value. Would this be a possible option for your use case?

Otherwise, your best bet would be to use the ‘Find Document by Folder’ step which will allow you search all subfolders. This will compile a list of all documents within that folder structure. From there, you have to loop through the documents in workflow to find the ones with the specific attribute value you are wanting to filter on. Unfortunately, it’s a bit more complex.

Hope you find this information helpful!
Kelly

Kelly Gatling | Principal Product Trainer | Docusign University

E

Ellie.Stroup

Author

Newcomer

Thank you @Kelly.Gatling! This was definitely what I was looking for, I’m going to just the second one because I need to narrow it down to a specific folder family within the repository, thanks!

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