A Document Search is similar to a Folder Search. However, there are additional searching capabilities in a Document Search:
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Search for documents that meet search criteria in folder and document index fields.•
The ability to search through the document’s content (Full-Text Search). To initiate a Document Search:1. Click the Search Documents button on the Main tab (or right-click on the required drawer and select Search Documents).
2. The Search for Document dialog box displays (see image below). In the example below, the ‘Accounts Payable’ drawer was selected when the document search was started:
3. Enter search criteria for the fields you want to search on and click OK to start the search. Refer to Table 21 below for a description of the Search for Document dialog box.
4. The search results open in a tab or window (see image below). If there are a high number of documents, you can use the Document Preview to help identify the required document(s) or search again within the search results to reduce the number of items. See 11.6 Previewing Documents on page 80 and 12.6.4 Searching Within Search Results on page 137 for more information. Documents can be opened directly from the search results.
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Right-click on a document and use the Find options to locate AllReferences to the document, AllVersions of the document or the Parent Folder containing the document. The results display in a new tab or window.You can also drag a document from a Document Manager list onto another document in the Search Results, for example, to Append an image document to an existing image. See Table 20 on page 122 for a description of the options in the search results.
Table 21 for all field descriptions in the Search for Document dialog box:
Item
Description
Drawer
Select from the drop-down list of available drawers. The Drawer field will default to the currently (or most recently) selected drawer.
Changing the drawer will change the list of index fields available to search on. These index fields are set for specific drawers by the System Administrator.
NOTE: The ‘Any’ option in this drop-down list allows searching across all drawers in Document Manager. Blue Fields are Common Fields. For more information, see 9 Index Fields on page 52.
Permission
The Permission drop-down list can be used to locate folders that have specific access restrictions, for example, folders that have access restricted to a group or user. Searching by Permission only works if the user running the search has permission to access the folder. For this reason, it is recommended that searching by Permission is only done by users with ‘Global Access’ (set by the System Administrator).
Search in search results
This checkbox enables you to search within your search results to limit the number of matching items. It is only available if you select the Search Results tab/window before clicking Search on the Main tab.
• To search within search results, select this checkbox and enter your search criteria before clicking OK
Item
Description
DocType Search for a document by a specific Document Type.
Content Search the content of a document. Enter the text for which you want to search within a document.
Field
There are several white index fields that always display in the Search for Document dialog box:
Doc Description Search for a document by the description entered by users.
Date Created Search by the date a document was created in Document Manager.
Annotation Text Search on the text inside a text annotation or sticky note.
Sub Folder Name Find documents in a specific sub-folder.
Document Id If known, a document can be searched by its unique ID number (all documents
in Document Manager are assigned a document ID).
Checked Out To Useful for finding documents checked out by a specific user.
Properties Useful for finding read-only or checked-out documents.
Access From
Used to locate documents that have a specific publishing setting. The options are:
• DM Only – The document can only be accessed from the Document Manager Desktop Client.
• DM and Internal Web – The document can be accessed from the Document Manager Desktop Client and via an internal Intranet using Document Manager Web.
• DM and World Wide Web – The document can be accessed from the Document Manager Desktop Client and via the Internet using Document Manager Web.
• DM and Web Access – The document can be accessed from the Document Manager Desktop Client and via both an internal intranet and the Internet using Document Manager Web.
Filter
Specify the filters for the search criteria by clicking in the Filter field for the field you want to search on. A drop-down list of applicable filters displays (if this field is left blank and a Value entered, it defaults to the ‘Equal To’ filter). See below for the filter options:
Contains Applies to text field types, e.g. Contains ‘A’.
Does Not Contain Applies to text field types, e.g. Does Not Contain ‘A’.
Equal To Applies to all field types, e.g. Equal To ‘Paid’.
Not Equal To Applies to all field types, e.g. Not Equal To ‘Paid’.
Less Than Applies to all field types, e.g. Less Than ‘100’.
Item
Description
Filter (continued)
Greater Than Applies to all field types, e.g. Greater Than ‘100’.
Greater Or Equal To Applies to all field types, e.g. Greater Or Equal To ‘100’.
Starts With Applies to text field types, e.g. Starts With ‘A’.
Ends With Applies to text field types, e.g. Ends With ‘A’.
Between
Applies to text, date and numeric field types, e.g. Between ‘4’ and ‘8’. When ‘Between’ is selected, the associated Value field splits into two data entry fields to allow the lower and upper values to be entered.
Empty
Applies to all field types.
‘Empty’ indicates the field in Document Manager should not contain any index information.
Not Empty
Applies to all field types.
‘Not Empty’ indicates the field in Document Manager should contain index information, i.e. it should not be empty.
Value
Specify search criteria in the Value field for the Field Name to be searched. Either manually enter the information, or select from a drop-down list (depending on how the System Administrator set up Document Manager).
Where date fields are searched, the values entered can either be absolute dates or relative dates. Some examples are:
[Greater Than] ‘1st May 2001’ [Greater Than] ‘5d’
In the example above, ‘5d’ is used to indicate that the value in the date field must be more than 5 days since the current date. The format of relative dates is the number followed by:
• ‘d’ for Days
• ‘w’ for Weeks
• ‘m’ for Months
• ‘y’ for Years
Relative dates are useful for saved searches where you want the date searched to be relevant to the time the search is run.
Enter the value ‘%PROMPT’ in any field to prompt the user to enter the value to be searched, when the search is run. This value is not case-sensitive (‘%prompt’ will work as well). For more information on %PROMPT, refer to 12.5.1 Prompt on page 134.
Show in Search Results
When first displayed, you need to click the right arrow button to display this option.
The Show in Search Results list allows certain fields to be hidden from the list of documents that match the search criteria. For example, there may be some indexes that are not relevant to the search. In order to simplify the Search Results list, these can be removed. To remove an item from the Search Results list, clear the relevant checkbox from the Show in Search Results list.