New Search
The New Search Icon brings up the Create/Edit Search form.
Each form has instructions at the bottom of the form to help the user.
The active form upon entering is the Libraries form, which is all that is needed for a simple text search.
The other options on the toolbar give access to specific document property fields for an Advanced Search.
LIBRARIES FORM AND SIMPLE SEARCH
SIMPLE SEARCH
To perform a simple search, select one or more libraries, enter search criteria in the 'Filter' field, and press the Run button in the toolbar. Any document in the selected libraries that meets the criteria will be selected. When the search is complete, you will be able to view the list of selected documents.
All entered criteria must be be true when applied to a given document for the document to be selected.
The description helps identify this search in the search history listing.
The filter is a simple word, phrase, or wildcard that is checked against all the data in the archive. To use a wildcard, simply use an asterisk (*) to represent any number of characters (including none), or a question mark (?) to represent any single character. If you want an actual * or ? character, enter it as \* or \? instead.
After pressing the run button a 'Search Running' status is displayed on the Search Results page. The number of documents read and selected is periodically refreshed while the search runs.
When the search is complete the 'Search Results' page is displayed.
See Search Results to learn more about the search result listing and the options available for further processing.
ADVANCED SEARCH
An advanced search uses information entered in one of the other forms listed on the toolbar.
Search criteria can be specified on any or all forms, but remember that all entered criteria must be be true when applied to a given document for the document to be selected.
The Fields form has extensive detailed documentation, including how to structure searches that are more inclusive and less restrictive.
Each form is discussed below.
SEARCH TYPES FORM
Select one or more document types, if you want the search to be limited to just those types. By choosing types of documents, the search may run faster because only documents of the type(s) chosen need to be searched
SEARCH DATES FORM
Enter date ranges, either document dates, or last updated dates, or both. The search may run faster if you specify only a limited range of document dates, as only documents in that range need to be searched.
Note the valid date formats displayed above the first field:
MM/DD/YYYY
or
YYYYMMDDHHMMSS with all parts after YYYY optoinal
Calendar Tool
The calendar tool can be used to select the date from a calendar.
SEARCH FIELDS FORM
The search fields recognize these formats:
| • | Any field can contain a list of items by entering each element separated by a comma (,) or the word or. Any item in the list may satisfy the selection criteria. For example, aging, trial balance to find either "aging" or "trial balance". |
In place of a comma, you can use a semi-colon (;) or the word and to indicate that all items listed must satisfy the selection criteria. For example, "invoice;12/15/06" will find documents with both "invoice" AND "12/15/06". This "and" logic can be very useful in keyword field or text content searches.
At the beginning of any element, place an exclamation point (!) or the word not to indicate the criteria should not be true. For example, !scan in the Sub IDs field would find documents without a sub ID containing the text "scan".
| • | Any item may be a wildcard by including * or ? characters to represent any number of characters or any single character, respectively. For example, po ??123 to file "po", a space, any two characters, and "123". |
| • | Any item may be a range by separating the starting and ending values with a dash (-). For example, 000100-000199 in the Doc ID field to find a range of document ID values. |
| • | Any item may be a regular expression by prefixing it with a tilde (~). For example, ~[A-Z][0-9][A-Z] [0-9][A-Z][0-9] to find Canadian postal codes. |
| • | To prevent interpretation of a comma, wildcard, dash, or tilde as described above, surround the item in quotes (") or prefix the individual character with a backslash, such as \*. |
The search can run faster with enough information in the following fields. To utilize this, wildcards must not prevent identifying the starting characters of the field (i.e. do not use *value*), and can't use a regular expression.
| • | A document ID with enough starting characters to be as unique as possible |
| • | A date or limited date range |
| • | A category of at least two or three segments |
| • | A title with enough starting characters to be as unique as possible |
Note that document types and IDs are case-sensitive, unless fully wildcarded (*value*).