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Search for an envelope by only knowing a specific field in the envelope

Forum|Forum|2 years ago
May 16, 2024
11 replies
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By using Web Form, I have set up a process where an employee needs to find an envelope using information from a specific field in the webform (an adress field). I’ve tried to use the the advanced search option to include a search for custom fields, but this does ot seem to work.

Any ideas?

Best answer by Alexandre.Augusto

Hello, @ChristianBrinkmann1

Envelope custom fields show up in the envelope when you’re preparing to send one. They can be optional or required.

Document custom fields show up in the table of fields when you’re placing fields in a document. See the figure.

The figure that you sent is from a web form.

Try to use the Reports option. There select on the left Document Data, then Web forms, on the right select a web form. Use the Edit Filters option then select Add Condition, select the fields that you would like to use for search. (filter).

I hope that helps, if so, I’d appreciate your like here.

Best,

Alexandre

Alexandre.Augusto

Docusign Employee

Hello, @ChristianBrinkmann

You are welcome to the Docusign Community!

Have you tried the Web Forms Report?

Go to the Reports page, select on the left Document Data then use the Web forms report, edit the time period, filter, etc then run the report accordingly what you’re looking for.

Let me know if I answered your question.

Best,

Alexandre

Your feedback is very appreciated! You can give a Like and mark this answer as the "Best Answer" for your issue. DocuSign University http://dsucustomers.docusign.com

C

ChristianBrinkmann

Author

Newcomer

Hi Alexandre,

Yes I can find the envelopes through web forms reports, but I need to have an associated link so I can access the specific envelope.

Still, however, it would be more neat to be able to search for it via the advanced search option as this is more user friendly.

Hope that you can help!

/Christian

N

nathaly.monge

Docusign Employee

Hello @ChristianBrinkmann ,

Welcome to the Docusign Community and thank you for posting your concerns!

I’m sorry to hear that the search options are not suited for you, I understand you would like to search for envelopes using a information in the webform.

Are these custom fields envelope custom fields or document custom fields?

Let us know if you need further assistance with this.

Best regards,

Nathaly | Docusign Community Moderator
"Select as Best" below if you find the answer a valid solution to your issue!

N

nathaly.monge

Docusign Employee

Hello @ChristianBrinkmann ,

Are you able to provide the information that I previously requested? If so, please do so in a reply to this question so that I am able to further assist you with your issue.

Best regards,

Nathaly | Docusign Community Moderator
"Select as Best" below if you find the answer a valid solution to your issue!

C

ChristianBrinkmann1

New Voice

@nathaly.monge : This case has become relevant again :)

I’m not sure whether the fields I’m searching for are envelope custom or document custom fields. How do I tell the difference?

I’ve attached pictures of the webform field in question.

Can you help?

C

ChristianBrinkmann1

New Voice

@Alexandre.Augusto : Can you help?

Alexandre.Augusto

Answer

Docusign Employee

Hello, @ChristianBrinkmann1

Envelope custom fields show up in the envelope when you’re preparing to send one. They can be optional or required.

Document custom fields show up in the table of fields when you’re placing fields in a document. See the figure.

The figure that you sent is from a web form.

Try to use the Reports option. There select on the left Document Data, then Web forms, on the right select a web form. Use the Edit Filters option then select Add Condition, select the fields that you would like to use for search. (filter).

I hope that helps, if so, I’d appreciate your like here.

Best,

Alexandre

Your feedback is very appreciated! You can give a Like and mark this answer as the "Best Answer" for your issue. DocuSign University http://dsucustomers.docusign.com

D

Drewcifer

Established Contributor

If you didn’t define the custom field, then it won’t be one.

If you used a simple standard text field, then that is not a custom field.

For future use, I would go to your base template and make sure that it’s a custom field.

For your current situation, you could technically use the API to get form data envelope by envelope but that’s not appealing. A better option might be to use DocuSign’s (free?) Retrieve product. It uses the API to generate an index csv of the envelopes with fields you designate as columns.

That way you’d have one spreadsheet to look at.

The good thing about Retrieve is it keeps track of what it’s already downloaded so you’re not continually querying 99% the same envelopes every time.

C

ChristianBrinkmann1

New Voice

@Alexandre.Augusto : I can find the relevant envelopes through til Report tab. No Problem. However, I need to be able to search for it through the Agreements tab. Here it is not possible to search for a specific envelope (that needs to be handled) only knowing e.g. an address-field.

In the case below the text “Viby” is in a specific custom field in the envelope but no search results are found?

Alexandre.Augusto

Docusign Employee

@ChristianBrinkmann1

Perhaps you need to select a period more than 6 months in the dropdown field.

Try to search in another folder, for example, in the Inbox.

Best,

Alexandre

Your feedback is very appreciated! You can give a Like and mark this answer as the "Best Answer" for your issue. DocuSign University http://dsucustomers.docusign.com

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