Searching for Documents in v4.6

Using DocuNECT v4.6



DocuNECT DM provides three levels of search that fits different skill sets of the user and the complexity of the search.

  • Global Search
  • Basic Search
  • Advanced Search

Overview

When discussing document searching there are three pieces of information DocuNECT needs for all searches:

  • Index Value – The index field to be searched
  • Criteria – The index value to be searched
  • Operator – For more than one criteria an operator is required which describes how the values are to be searched together
  • Condition – The condition the value is to be searched by
SearchOverview.png

Global Search

DocuNECT can create a Document Name attribute which is a combination of index values defined at the cabinet level. The global search will search in all cabinets for values contained in the Document Name and also the content of the document itself. The global search is accessible either at the top of the application in the header, or in the Using the DM Dashbaord.

Basic Search

The basic search, or default search, provides a method to search for document by their index data (both business and system indexes), and/or the content. The condition is always contains and the operator defaults to OR but can be changed to AND.

BasicSearch.png

Advanced Search

The advanced search allows more complex searches to be created.

AdvSearchOverview.png

The advanced search supports the following features:

  • Different operators can be specified for each index data. For example, search for all documents where the Document Name contains Training OR the Category is Meeting Minutes AND the text contains the word Tutorial.
  • Negative operators are supported. For example, search for all documents where the Document Name does NOT contain the word Training.
  • The advanced search provides more flexibility with the condition for the different types of indexes fields (either Text, Numeric or Date)
  • For Text index fields, specify:
    • Contains
    • Is Exactly
    • Is empty
  • For Numeric index fields, specify:
    • Equals
    • Is at Most
    • Is at Least
    • Is More Than
    • Is Less Than
    • Is Between
    • Exists
  • For Date index fields, specify:
    • On
    • Before
    • On or After
    • On or Before
    • Between
    • Yesterday
    • Tomorrow
    • Today
    • In The Last 7 Days
    • In The Next 7 Days
    • Last Week
    • This Week
    • Last Month
    • Next Month
    • Exists

The Search Results

The search results are displayed columns and display the icon of the document format. A glasses icon is used to indicate whether document viewing is supported. The remaining columns display the business and system indexes. Icons are displayed indicating whether the document is currently checked out, has comments against it, or is in a workflow.

SearchResults.png

Hovering over the check-out icon will display who has it checked out.

SearchCheckOutIcon.png

Hovering over the comments icon will display how many comments the document has:

SearchCommentsIcon.png

Hovering over the workflow icon will display how many active workflow the document is in:

SearchWorkflowIcon.png

By right-hand clicking on the document, a list of document actions is displayed.

SearchDocumentActions.png

DocuNECT can also thumbnail images in the search results as shown below:

SearchPictures.png

The Using Document Actions page provides more information on the different actions available.