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Searching by Archive Serial Number

The ASN is at its most useful when you need to go in either direction: find the physical location of a document you found digitally, or find the digital record for a physical document you have in hand.

Finding a Digital Document by ASN

If you have a physical document with an ASN label and want to find its digital record:

Method 1: Search bar

Type the ASN number directly into the search bar. Essal Office will return the document with that exact ASN.

Method 2: Filter by ASN

  1. Open the filter panel
  2. Look for the ASN filter
  3. Enter the ASN number
  4. The document list shows only documents with that ASN

Method 3: Direct URL

If your organisation uses direct URL access, an ASN-based URL may jump directly to the document.

Finding the Physical Location from a Digital Document

When you have found a document in Essal Office and need the paper original:

  1. Open the document
  2. Look at the Archive Serial Number field in the metadata panel
  3. Use the ASN to locate the physical filing position (e.g. ASN 0157 → Binder 2, page 57)

This is the primary value of ASNs: instant cross-reference between digital and physical.

Sorting the Document List by ASN

In the document list, change the sort order to Archive serial number. This displays all ASN-assigned documents in numerical order, which is useful for:

  • Verifying a sequence of physical documents during archiving
  • Identifying gaps in the ASN sequence (documents that were not uploaded or had their ASN removed)
  • Bulk-reviewing documents in the order they were physically filed

ASN in the Document Card

In the document list, cards for documents with an ASN assigned show the ASN value. This lets you quickly scan the list and identify which documents are linked to physical copies.

Filtering to Documents Without an ASN

To find documents that should have an ASN but don't:

  1. Open the filter panel
  2. Filter by ASN is empty (or Has no ASN)

This shows all digital documents without a corresponding physical reference number — useful during a migration or audit when you need to assign ASNs to a backlog of documents.