Search Multiple Scan Sets Using External Query File

Image-Master Viewing Module Introduction


A tab-delimited external query file expands the specialized search criteria to include multiple sets of documents based on one or more fields.

  • Each tab-delimited column in the query file represents a specific Image-Master field.

  • Each row represents a unique query for matching documents, and all of the rows combined form the query set.

The documents returned in the search results will consist of all of the documents that match any of the individual sub-queries.

Use Excel to create the tab-delimited external query file and be sure to save it with a .TXT file extension.

File Layout

The first row is the header row and contains a strict format. For each column of field match data, row #1 must contain the Image-Master field name. In addition, the first empty column of data after all the field data must contain the literal ~HEADER. That literal assures that row 1 is indeed the header and not the start of the data.

File Number List Example


Important information Regarding How the Query File Data is Interpreted

  • Data in the field must match completely (i.e. "123" only matches "123" and not "123456").

  • For alphabetic fields, upper and lower case matching is enforced.

  • When using two or more match fields, a blank value is treated literally and will only match a corresponding blank value for the field in the database. In order to mask a field as nonparticipating in a particular row, use a solitary tilde (~) character in the data.

  • There are multiple types of Wildcards that can be used in Query Files:

(Character) = Tilde (~)
(Numeric) = -1
(Date) = empty date string

Character Wildcard Example:

~<TAB>Writ of Garnishment

In the preceding example, FILENO ABC123 will match all CMT values. In the last line, all documents with a value of "Writ of Garnishment" will be matched in all FILENOs.

  • Document selection is filtered by the values entered in the Data Entry window first, by the primary Special Search conditions second, and by the External Query File third. Only documents that match the criteria in all three levels will be returned.

Numeric Wildcard Example:


In the preceding example, FILENO ABC123 will match ALL NPAGE values. While FILENO 123456 will return only items that match NPAGE of 1, and FILENO EFG456 will only return items with NPAGE of 2.

Date Wildcard Example:


In the preceding example, FILENO ABC123 will match ALL DDATE values. While FILENO 123456 will return only items that match DDATE of 04/23/2015, and FILENO EFG456 will only return items with DDATE of 01/01/2015.


  1. Open the Viewing Module and press the [Special Search Conditions] button.

  1. Click on the [Select Query File] button.

  1. Browse for your desired tab-delimited external query file.

  2. Click on [OK] to confirm your selection and close the dialog box.

  3. Click on [OK] to close the Special Search Conditions window and to load the query.

NOTE: If there is a problem with the External Query File (unable to recognize the header, unable to match column with a corresponding database field), an error dialog will be displayed and the external query file will not be loaded.

NOTE: The Special Search Conditions in Use flag will be displayed in the Viewing Module as a reminder that one or more special search conditions have been chosen to participate in database searches.

  1. Select [Database Search] or [Extended Database Search] as required to perform the document lookup request. If documents are found, the Search Results list will appear.

NOTE: Selecting [Cancel] at any of the dialogs indicated above will discard all changes made to the External Query File feature. In this case the previous setting will be restored.

Discontinuing use of an External Query File

  1. Click on [Clear Query] in the Special Search Conditions dialog box. The query file in use will be closed and will no longer participate in Database Search or Extended Database Search.

  1. Click on [OK] to close the Special Search Conditions dialog box.

Document Scanned or Modified

The scan sets report includes documents that were either scanned or were modified (pages added/erased or filing information changed) beginning on date "from" and including all calendar days through date "to." The actual date of scan or modification is used.

New - Documents that never had their page count nor their filing information changed. Updated - Documents that have had their page count and/or filing information changed.

Unchanged - Documents which have had no changes since the last time the New/Changed Scan Sets Report was printed and the appropriate option was chosen during report printing.

Migrated - Documents which have been sent to a remote site via the Image-Master Document Migration Utility Program.

  • The following two options select transfer status for documents that are destined for a third-party application such as Collection-Master by Commercial Legal Software.

Pending - Documents waiting or that have been rejected by the third-party program. This option is useful for correcting all the scanning mistakes at once (without having to do multiple file number lookups) for documents that are linked to Collection-Master and for batch indexing entries created from the Image-Master Document Splitter.

Exported - Documents that have been accepted by the third-party program.

Related Topic

Viewing the Contents of a Scan Set.