Run Search and Email Record Count

How it works

There are times when a user needs to known a certain number of documents exists. This is particularly useful in compliance scenarios, for example, when a specific number of validation reports must be filed every month.

Calculate a date range that would represent all the days of the previous month.
Get the list of searches in a GlobalSearch database, based on Database ID and Search name.
Get the Search’s details, including the field ID’s used for prompts.
Execute the search, passing the calculated start and end dates into the Search’s prompts 1 and 2 respectively.
Send an email if the count is greater than 22.

⬇️ Download the package

GlobalSearch_RunSearch.wfe

🗒️ Notes:

This example flow expects a search with only a single target Archive.
The record count can be easily adjusted and is controlled in the purple diamond Condition node.
Three requests are made, but this flow could be done in two if the workflow designer was willing to hard code parameters for prompt ids, archive id, and search id. These parameters are automatically mapped through the response formatting in the second request node.