Search Conditions

SPListX will search for list items in SharePoint based on the search conditions defined by the user. The search conditions can be constructed using SharePoint managed properties. SPListX can perform search based on the Standard/Enterprise Search Service and FAST Search Service as explained in detail below:


The Search Conditions step appears as shown below:



Define search keywords in appropriate textboxes to search for the content indexed at Farm level. For example, search for the keyword "SharePoint" in "The Exact Phrase text box"


Result Type - Result Type will help you narrow down the search results. By default, SPListX will search for all list items across all list types.  For example, if you want to narrow down your search results only for documents, select "All Documents" type in result type. 

Scope - Scope will narrow down the search results returned to search query. It can be either shared (Farm level) or locally defined (Site level). Scopes can be defined by specifying different rules using custom metadata on content source.

Note: Enable Advanced Search in SharePoint to avail this feature.


Click (...) button to add the SharePoint managed properties in properties drop-down. The Add Managed Properties dialog as shown below:


Specify the managed property name in Name textbox and select the data type of the column in SharePoint from Type drop-down.

Before adding managed properties, please ensure the following:

a)     The specified managed property exists in Shared Services Provider.

b)    Data type of the managed property matches the data type in SharePoint.

Click Add button to add the managed property to the property drop-down. Click Remove button to remove the columns from the property drop-down.


You can specify the conditions by selecting the property name and by specifying a corresponding value with the necessary operator. You can use mathematical operators such as >, =, >= etc. to define your query. Complex queries can be constructed by using logical operator 'AND' or 'OR'.



You can fine tune the search results by clicking Search Tuner button.

The Search Tuner dialog appears as shown below:

Search Options:


a)     Search across all content in the index - By default, SPListX will search for list items content, properties across all the content indexed at farm level.

b)    Search across the current site and all of its sub-site - SPListX will search for list items contents and properties at the current site and sub-sites.




a)     Trim duplicate search results - This option will remove the duplicate item URLs from search results.

b)    Include stemming results - This option will not include the stemming results. If you enable stemming, search results will bring back words related to search keywords. For example, if you search for keyword "run". Search results will bring back words matches like "runs", "running" etc.

c)     Include only relevance results - This option will include only relevance results in search results.  Relevance will bring the search results closely related to the search query.


Search results:


a)     Process only items (recommended) - This option will search for list items only.

b)    Process all results - This option will include all list view URLs, site URLs in search results. But, export process engine will ignore the site URLs, List view URLs for export.


Perform keyword search, if advanced search is not enabled


In WSS 3.0, advanced search is not enabled. If you want to perform search for the WSS 3.0 sites, SPListX will ignore all the properties, scopes and result types specified in search query. Keyword search query is framed based on the keywords specified in All Keywords textbox, Any Keywords textbox, Exact Phrase textbox.


Click OK to proceed.


Click Trial Search button to invoke Trial Search tool. The Trial Search tool will help you perform a live search against the keywords and help you verify the search results.

The Trial Search Dialog appears as shown below:

  1. Select URL from the URL drop-down.
  2. The SharePoint Login Dialog to connect to SharePoint will appear as shown below. Enter a valid user credential to connect to SharePoint.
  3. Click Search button to perform search.

Click Save Results button to save the search results in CSV or Excel format. 

Click Close button to close the dialog.


Click Next to proceed.