Retrieving documents, jobs, and history information from a repository

Use the Archive tab to search for documents and jobs that have been stored in a repository.
After you search the repository, you can do multiple actions with the results, such as: view the job or document, look at the production history for a job or document, view and export a report of all the information stored for one or more items, send a job or document to be reprinted, or save it to your workstation.

To retrieve documents, jobs, and history information from a repository:

  1. In the Archive tab, choose the repository to search in the Select Repository field.
  2. In the Archive tab, choose the repository to search in the Repository to search field.
  3. Set the number of results to return in the Number of Results field. The search stops after this number of results is found.
  4. Define one or more search conditions.
    1. Select a Job or Document property in the Property field.
    2. In the Comparison field, select a comparison value.
    3. In the Value field, type or select the value to use for the search.
  5. Optional: To add another condition, click Add (Image) to the right of the current search condition row.
  6. Select a search option in the Apply any or all of the following search options field. This option determines how the search options are combined.
  7. Optional: To remove a condition, click the Remove (Image) button to the right of the row to remove.
  8. Define one or more search conditions.
    1. Select a Job or Document property in the Property field.
    2. In the Comparison field, select a comparison value.
    3. In the Value field, type or select the value to use for the search.
  9. Optional: To add another condition, click Add (Image) to the right of the current search condition row.
  10. Select a search option in the Search criteria field. This option determines how the search options are combined.
  11. Optional: To remove a condition, click the Remove (Image) button to the right of the row to remove.
  12. When you finish adding search options, click Search.

    • If too many results are returned, you can add another search option and search again.
    • If the job was processed again and ran the StoreInRepository step more than once, two copies of the document or job are stored and both are returned in the search results.
  13. After the search results appear in the Results table, you can do several actions.
    • To view a job or document, select the check box and click View (Image).
    • To submit one or more jobs or documents back into the Ricoh ProcessDirector system, click Submit (Image), select a workflow, and click OK.
    • To review the property values and any history information stored with a job or document, click Show details (Image).
    • To see a report that contains all the values and any history information stored with one or more jobs or documents, click View detailed report (Image).
    • To export the property values and any history information for one or more jobs or documents to a comma-delimited file, click Export to CSV (Image).
    • To export a report that contains the property values and any history information for one or more jobs or documents in a PDF file, click Export to PDF (Image).
    • To save a file from a repository to your workstation, click Save to file (Image).
  14. If you are likely to use this search criteria again, click Save and give it a name. The next time you have to use the same search criteria, you can choose it from the Saved searches list.
    You cannot delete saved searches.
  15. After the search results appear in the Results table, you can do several actions after you select a row in the table.
    • To view a job or document, click View file.
    • To submit one or more jobs or documents back into the Ricoh ProcessDirector system, click Submit file, select a workflow, and click OK.
    • To review the property values and any history information stored with a job or document, click Show details.
    • To see a report that contains all the values and any history information stored with one or more jobs or documents, click View detailed report.
    • To export the property values and any history information for one or more jobs or documents to a comma-delimited file, click Export to CSV.
    • To export a report that contains the property values and any history information for one or more jobs or documents in a PDF file, click Export to PDF.
    • To save a file from a repository to your workstation, click Save to file.
  16. If you are likely to use this search criteria again, click Save and give it a name. The next time you have to use the same search criteria, you can choose it from the Saved searches list.
  17. Optional: Delete unwanted saved searches.
    1. From the Saved searches list, hover over the search you want to delete.
      A X appears to the right of the search name.
    2. Click the X.
      The X turns red.
    3. Click the red X.
      The saved search is deleted.
 
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