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Can I search files only on the latest version?

Question asked by Brian Dalton on Jan 17, 2012
Latest reply on Apr 2, 2013 by Tim Webb

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I've been trying to do this with the Complete Search tool, but it doesn't seem to have the capability... I would like to be able to identify which files have been released by searching them for specific text, but only in the latest version. I can search for text in the file history, but it will return a file if the search text appears in any version of the file, while I only want to find files where said text appears in the latest version. I looked at the date search function, but that won't work, since the release of these files occurred over a large and not well-defined period of time.

Jeff Sweeney Jan 17, 2012 5:34 PM

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Does delecting the "Search in all versions" option work?

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Jeff Sweeney Jan 17, 2012 5:34 PM
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Does delecting the "Search in all versions" option work?
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- Brian Dalton @ Jeff Sweeney on Jan 17, 2012 5:39 PM
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  I'm searching on the History tab. Does a setting on a different tab matter?
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  - Jeremiah Feist @ Brian Dalton on Jan 17, 2012 5:46 PM
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    all of those tabs are in one search card. so when you hit "search" it uses all of the criteria on all of the tabs - so yes it matters.
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    - Brian Dalton @ Jeremiah Feist on Feb 8, 2012 3:30 PM
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      I finally got back to this and tested Jeff's solution... works like a charm!!
      
      Apparently, it searches only the latest version in the vault, regardless of which version is in my local cache. That's exactly what I wanted, but it bears mentioning.
      
      Thanks also to Jeremy... many of my past searching problems are fixed now that I understand the cumulative nature of the criteria on the Complete Search Tool.
      
      You guys #$(*&#$ ROCK!!!
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      - Wayne Matus @ Brian Dalton on Feb 8, 2012 4:37 PM
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        It's not very well documented, but if you want to uncheck that as a default it can be done. Under the Cards menu, select Default Values. From the Variable dropdown list, select Search Previous Versions and set the value to zero (0).
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        Brian Dalton @ Wayne Matus on Feb 8, 2012 4:53 PM
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        Thanks, Wayne... that's a great tip!
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        Einar Gulbrandsen @ Wayne Matus on Feb 9, 2012 7:23 AM
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        Waynes solution is the best solution for this.
        Works like a charm for the pesty folder default search.
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Charley McGowan Mar 28, 2013 7:40 PM
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Thank you Jeff Sweeney yet again. I was just about to delete that, but then I said "Maybe I should check with this first.." Lo-and-behold I had the correct answer.

Also thank you brian for asking the exact question I had.

I wonder if solidworks will allow us to change the default check/uncheck option in the card editor.

EDIT: Wayne your solution is awesome also! I ended up using that one.

~Charley
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- Tim Webb @ Charley McGowan on Mar 29, 2013 10:28 AM
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  Jeff/Wayne, great solution!
  
  I picked up on this one sometime early last year but then quickly discovered an issue with file visibility.
  
  For example:
  Engineering and document control have visibility in every state in the engineering workflow
  Supply chain and production only have visibility in the "released" state
  
  If drawing "123-abc.slddrw" & it's PDF "123-abc.pdf" are in the "released" states, every department can see them both.
  
  If the drawing and pdf are sent for an engineering change and the checkbox "Search in all versions" is unchecked, when the drawing and pdf are searched for in EPDM, supply chain and production can no longer see them.
  
  Use with...care
  
  Hope this helps,
  
  Tim CEPA
  http://www.equivaq.com
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  - Charley McGowan @ Tim Webb on Mar 29, 2013 12:40 PM
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    oh man, so if it turns into a working version it's no longer visible at all?
    
    So is there a way to find a middle ground?
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    - Tim Webb @ Charley McGowan on Mar 29, 2013 4:10 PM
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      Charley, yes, but if you are mindful in your configuration to ensure who has permission to see the files in each state, you can really make it powerful.
      
      After that "hard lesson" learned I do the following:
      
      Configure EPDM with that checkbox enabled so the users can still check it during searches
      Make the default ckecked so at the least, a file is returned in the search results
      Train, Train, Train the users on exactly what that checkbox does
      Train, Train, Train the users to look at the Version tab of the files in their search results
      Train, Train, Train them to ensure they get latest version when needed
      
      I even trained the vendors who used the web client to view shared files in their vendor folder trained!!
      
      Teach them to fish.
      
      Tim CEPA
      http://www.equivaq.com
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      - Charley McGowan @ Tim Webb on Apr 1, 2013 12:44 PM
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        I couldn't agree more. The training is always the hardest. I find that I give one person a small piece of advice, but then I end up repeating it to several others too.
        
        Soon enough I'll be having a company wide meeting (our company isn't too big) to make sure everyone's on the same page. Dishin' out some fishin' poles.
        
        ~Charley
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      - Kip Speck @ Tim Webb on Apr 1, 2013 5:48 PM
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        We too follow an approach similar to what Tim has described, but with the additional featutre:
        
        When a File goes to a WIP or Revision State we use Dispatch to create a Place holder virtual file (.cvs) file in EPDM that says this file is under Revision please contact Engineering for a copy.
        
        This way we do not have to Show Working versions, and when someone searches they still are returned a file with information.
        
        Kip Speck CEPA
        http://www.stratus-x.com
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        Tim Webb @ Kip Speck on Apr 1, 2013 6:03 PM
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        Kip, that is a fantastic approach. Very well rounded and planned. Is this just for the .sldprt or .slddrw? or even .pdf?
        
        Tim CEPA
        http://www.equivaq.com
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        Kip Speck @ Tim Webb on Apr 1, 2013 10:44 PM
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        Tim, you can do it with any file that you wish.
        Typically it is reserved to files that are available to the general Viewer populations that do not have Show Working Versions
        
        Kip Speck
        http://www.stratus-x.com
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        Charley McGowan @ Kip Speck on Apr 1, 2013 6:08 PM
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        Are those virtual files then deleted when the revision is completed or cancelled? This sounds like a pretty good solution.
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        Kip Speck @ Charley McGowan on Apr 1, 2013 10:48 PM
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        Charley,
        
        That is correct, this way there is no need to Version the virtual file.
        
        We have also started a Published Vault that will replace this solutionn. The publish vault will mainly house pdf files for the View Only population.
        
        Engineering has the option on the Change State to choiose "Critical" or"Non-Critical" if it is critical we pull the PDF and replace it with a placeholder pdf if it is Non-Critical, the assumption is that everyone can continue to access and produce from the pdf.
        
        The other use for the Publish Vault is to publish CAM files for Vendors, shop, etc..
        
        Kip Speck
        http://www.stratus-x.com
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        Tim Webb @ Kip Speck on Apr 2, 2013 10:19 AM
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        Kip,
        
        Sounds like you have really made some advancements since we last visited. I proposed some of the same functionality at BJ but operations were not mature enough yet.
        
        Good job.
        Tim
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Can I search files only on the latest version?

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