Sharepoint Saved Search

Last Updated: 17 Dec 2015

The Sharepoint Saved Search asset allows you to configure a set of SharePoint search criteria in Squiz Matrix, storing and updating the results of the search on the system. These results are stored as Data Source Record Set shadow assets and can be used with other Squiz Matrix assets to provide additional SharePoint functionalities. For more information on the functionalities of the Sharepoint Saved Search, refer to the examples in this manual. 

Tip: A Sharepoint Saved Search should be created within a Site with an assigned URL. Sharepoint Saved Search assets without a URL will not function correctly.  

Once created, you can configure the settings of your Sharepoint Saved Search on its associated asset screens. These screens are often the same or similar to those for a Standard Page and are described in the Asset Screens manual. In this chapter, we will describe the Details and Search Configuration screens, which are different for a Sharepoint Saved Search.  

Details Screen

The Details screen of a Sharepoint Saved Search allows you to configure the asset. For more information about the Status, FutureStatus, Thumbnail and Details sections of this screen, refer to the Details chapter in the Asset Screens manual.

Connection Setup

This section allows you to configure the connection to the SharePoint system, creating a SharePoint bridge for the saved search.

The fields available in this section are as follows:

  • WSDL URL: enter the URL of the SharePoint system.
  • Username: enter the username used to connect to the SharePoint system.
  • Password: enter the password used to connect to the SharePoint system. This password must
    be entered twice for validation purposes.  
  • Authentication Method: select the authentication method to use to connect to the SharePoint system. The options available are:
Synchronize Options

This section allows you to manage the results of the Sharepoint Saved Search. The Synchronize Options section of the Details screen is shown in the figure below.

The Synchronize Options section of the Details screen
Synchronize Options section of the Details screen

The fields available are as follows:

  • Check Update: this field allows you to check the record set results of the saved search for any
    new updates, synchronizing them accordingly. The Synchronize button will update the saved search results if any updates are found. Once this is done, the message Successfully Synchronized will be displayed.
  • Sharepoint List: select a SharePoint list to determine where the saved search will source its data results. SharePoint lists will only be available once a SharePoint connection has been established and Committed in either the Connection Setup or Use a Connector Asset sections. If no lists are available, this field will read None.
  • Download File: select whether or not the SharePoint documents returned from the saved search will be downloaded to your web server. This is useful when providing downloads for users, so that the document's URL does not display the path to your SharePoint system. By default, this field is set to Yes.
Use a Connector Asset

This section allows you to select a Sharepoint Connector with a configured connection to the SharePoint system for the saved search. The Use a Connector Asset section of the Details screen is shown in the figure below.

The Use a Connector Asset section of the Details screen
Use a Connector Asset section of the Details screen

In the Sharepoint Connector Asset field, select a configured Sharepoint Connector to use as the connection for the saved search.

Tip: If a Sharepoint Connector has been selected in the Sharepoint Connector Asset field, the Connection Setup section fields will have no effect and, therefore, do not need to be completed. 

Record Set Asset Names

This section allows you to select how the record set results appear in the Asset Map. The Record Set Asset Names section of the Details screen is shown in the figure below.

The Record Set Asset Names Section of the Details screen
Record Set Asset Names section of the Details screen

In the Record Set Asset Names field, enter a string to use as the asset name for the record set results of the saved search. Keyword replacements can be used in this section. For example, if the keyword replacement is entered into this field, the record set assets will be named after their modification date, such as 2009-01-01 09:12:53. If this field is left blank, the record sets will be named Data Source Record Set <assetID>. For a list of available keyword replacements,refer to the Available Keywords section below. 

Available Keywords

This section lists the available keyword replacements for record set assets of a saved search determined by the attributes of the record sets in the SharePoint system. These keyword replacements can be used in the Record Set Asset Names field or when listing the saved search results on a SharePoint record listing. For more information, refer to the Listing SharePoint Saved Search Results on an Asset Listing Page example in this manual.

Please note that these keyword replacements will differ depending on the available attributes of the SharePoint list and, as a result, they will only appear once a SharePoint connection has been established and Committed in either the Connection Setup or Use a Connector Asset sections and a Sharepoint List has been selected. When a Sharepoint Saved Search is first created, the Available Keywords field will read No keywords available – this data source, as currently configured, does not have any record sets, as shown in the figure below. 

The Available Keywords Section of the Details screen
Available Keywords section of the Details screen

Search Configuration Screen

The Search Configuration screen determines the search options for the Sharepoint Saved Search.

Search Configuration

This section determines the number of records returned and allows you to add new search criteria to the saved search. The Search Configuration section of the Search Configuration screen is shown in the figure below.

The Search Configuration section of the Search Configuration screen
Search Configuration screen of the Sharepoint Saved Search asset

You can define the search options using the following fields:

  • Row Limit: enter the maximum number of record set assets that will be listed as results of the saved search. For example, if 10 is entered into this field, only the first ten results will be listed. By default, 30 is entered into this field.
  • Add New Criteria: select criteria to further configure the saved search results using a relational operator. Records will be listed if the set criteria rules are satisfied. Please note that Criteria must be synchronized using the Synchronize Now button on the Details screen before it is applied to the results of the saved search. The following fields are available in this section:  
    • Field Name: select the field to be used as comparison criterion. The value of this field will be
      compared to the value entered in the Value field, using the comparison Operator.
    • Operator: select the relational operator to use when comparing the entered Value to the
      selected field. The following options are available:  
      • > (Greater than): the criterion will be met if the selected field is greater than the
        Value.
      • >= (Greater than or equal to): the criterion will be met if the selected field is greater
        than or equal to the Value.
      • < (Less than): the criterion will be met if the selected field is less than the Value.
      • <= (Less than or equal to): the criterion will be met if the selected field is less than or
        equal to the Value.
      • == (Equal to): the criterion will be met if the selected field is equal to the Value.
      • != (Does not equal): the criterion will be met if the selected field does not equal the
        Value.
      • Contains: the criterion will be met if the selected field contains the Value.
      • BeginsWith: the criterion will be met if the selected field begins with the Value.
      • IsNotNull: the criterion will be met if the selected field contains a valid value. The Value field is not used when using this operator.
      • IsNull: the criterion will be met if the selected field does not contain a valid value. The Value field is not used when using this operator.
    • Value: enter the value that will be compared to the selected field using the comparison Operator. For example, if a criteria was created as Level == (Equal to) 1, only level one records will be listed in the saved search.
    If multiple criteria are set, all criteria rules must be satisfied within the saved search results. 

Data Source Record Set

SharePoint records that are found as results of the saved search are displayed as Data Source Record Set asset, under the Sharepoint Saved Search asset in the Asset Map. For more information about the Status, Future Status and Thumbnail sections of this screen, refer to the Details chapter in the Asset Screens manual.

User Details

This section display the details of the record set. The User Details section of the Details screen is shown in the figure below.

The User Details section of the Details screen
User Details section of the Details screen

Tip: SharePoint documents specified as Data Source assets in Squiz Matrix are updated and downloaded automatically by the Update Sharepoint Cron Job, set to run on a nightly basis. 


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