Search
There are several ways to search for documents within the system. You can use the free-text search function, which is accessible directly from the main menu under "Search" or from the top menu while reviewing a document.
In addition to the quick search feature, you can also utilize our Query Builder. This tool allows for more precise search criteria through either a Standard or Advanced search.
Lastly, there is also an option to search for archived documents.
Please note that all search functions are limited to documents that the user has permission to access, meaning users can only search for and receive search results for documents they are authorized to view.
1. Free-Text Search
To utilize this feature, access the profile through Administrator » "Profile" » Documents » Search » Free-Text Search.
When performing a free-text search, the system analyzes both the titles and content of documents to evaluate the relevance of all search terms you input. The system employs an OR logic between each keyword, meaning that the more keywords you use, the greater the number of results you will find. Consequently, only the 13 most relevant documents will be displayed.
💬 Please note
- that the free-text search includes both published documents and user drafts.
- However, you can choose the option Only documents that concern me, which filters out drafts, displaying only published documents in your search results.
- Additionally, information contained in a document's header or footer, as well as corporate and document information inserted for layout purposes, is never included in the free-text search.
2. Query Builder
With the Query Builder, you can easily construct complex queries in a clear and organized manner. To utilize the Query Builder feature, access the profile through Administrator » "Profile" » Documents » Search » Query Builder.
In addition to the standard fields available in the system, you will also be able to search for Tags (keywords) and extra fields created under Documents » Settings. The searchable fields displayed may vary depending on a user's access settings to the site's features.
Customize document information in search results
Which document information (metadata) is displayed by default in the search results is determined by an administrator via the setting Default fields in Query Builder, found in the main menu under Documents » Settings. If you, as a user, want to change which document information is shown for your specific search query, you can do this via the settings menu, accessed by clicking the gear icon in the upper right corner. Then select the option Search results fields. In the dialog that appears, you can add or remove document information that should be included in the search results.
💬 Please note:
- The Standard and Advanced search functions in the Query Builder only search within published documents and do not include user drafts.
- It is not possible to display Tags (keywords) as a separate field in the search results. This is because a single document can be linked to multiple keywords, while each column in the search results can only contain one value. You can therefore use the Query Builder to filter documents based on keywords, but not to list or export which specific keywords are linked to each document.
Standard and Advanced search functions
The Query Builder can be used in two modes: a Standard mode, which makes it quick and easy to search for specific documents by entering one or more search criteria, and an Advanced mode, where you can build more complex searches using conditions such as AND and OR.
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Standard
In the Standard search within the Query Builder, you can search based on the fields displayed, which also correspond to the metadata in the system, depending on your access rights.
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Advanced
The Advanced search function allows you to refine your search further by creating dynamic conditions using AND/OR operators. For instance, you can set a search within a date range, specify whether a field contains or does not contain certain values, or search for values that are greater than, less than, or equal to a specified number.
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- When using the AND condition in your search query, results will only be displayed if all specified conditions are met.
- Conversely, if you use the OR condition, results will be returned if at least one of the conditions is satisfied.
Save and share search queries
Once you have created a search query, you can save it so you can quickly reuse the same settings and easily find exactly the information you need based on your predefined search terms. You can also choose to share saved search queries with other users in the system. For more information, see the article Save and Share Search Query in Documents.
💬 Please note
The Query Builder searches for both bundle names and document names. However, the system will only display the bundle name in the search results, if one or more documents within that bundle match your search criteria.
3. Archive
To search for and view archived versions in the archive, the profile setting Access to Archived Versions must be enabled, and the user must also have access to the latest published version. You can grant access to this setting by navigating to Administrator » "Profile" » Documents » Access to Archive.
4. Free-Text Search from a Document's Top Menu
Regardless of the document format, users can also search for documents directly from the top menu of a document. This free-text search from a document's top menu functions similarly to the free-text search described above, but it will only display the 10 most relevant results.
