Docufree Help

# Advanced Search

Use advanced search to execute more complex search criteria against the site or a specific location. Only the cabinets, drawers, and folders for which you have access are included in the search. When you perform an advanced search, you can execute more complex searches and specify:

  • words to be included in the search
  • the precise cabinet, drawer, or folder to be searched
  • what should be searched, defining whether the search should search all of Docufree or just specific areas

Indexes may be positioned at the site, cabinet, drawer, or folder level. Selection of the site, cabinet, drawer, or folder in an advanced search marks the starting location for the search. That location and lower are included in the search.

Note

The number of results returned is limited to a default of 2000 hits.

Note

The search for File ID and Folder Name occurs automatically without having to select an option.

Advanced Search Parts

Area Description
Multi-tab Design When you initiate a search it appears as a tab. The multi-tabbed design allows working with multiple searches at once. You can move between each tab/search to multi-task.
Search Results Toolbar Use to perform various tasks on a search result
Collapse/Expand Criteria Click Collapse/Expand Criteria to toggle between showing and hiding the search criteria.
Search Criteria Use to enter search criteria for more complex searches.
Results Per Page Use Results Per Page to control the number of results that appear per page. The default is 10 results per page.
Collapse Checkbox Use the Collapse checkbox to automatically hide the search criteria when the results appear. The checkbox defaults to selected.
Search Button Click the Search button to perform the search.
Search Results Area The results of the advanced search display in the search results area.
  1. Click the Search tab.
  2. Click New Advanced Search.
  3. Select how the terms will be searched in the Contains section drop down list. Refer to Advanced Search Tips for more information.
    • Any of these words
    • All of these words
    • Exact phrase
  4. Type the terms to be searched separating each with a comma. Use asterisk for wildcard searches.
  5. Define the location of the search in the Location area.
  6. Define what should be searched in the Options area.
  7. Select the number of results that should appear per page in the Results Per Page area.
  8. Click Search.

# Advanced Search Tips

Advanced Search criteria is divided into the following sections.

# Search Contains

Use Search Contains to define how the terms will be searched and to type in the terms to be included in the search

ANY OF THESE WORDS - Any of these words use OR logic to find results that contain any of the terms you type in this field.

ALL OF THESE WORDS - All of these words use AND logic to find results that contain all of the terms you type in this field.

EXACT PHRASE - Exact Phrase searches for the exact phrase. The phrase must be found exactly as typed.

WILD CARD SEARCHES - Advanced Search performs wild card searches automatically for searches against Keywords and Notes.

DATE SEARCHES - Search for a date by using any of the following formats:

  • 1/1/01
  • 1.1.01
  • 1-1-01

MASK INDEX VALUES - Omit any dashes when searching for an index value that uses a mask format, such as social security number or phone number.

# Search Location

The Folder Location of All will search all locations within your site to which you have access. To search a specific location:

  1. Expand the site by clicking the + sign.
  2. Select the Docufree cabinet, drawer, or folder destination to be searched. Your selection displays in the Folder Location.

To search for a specific folder:

  1. Click the Search Folders tab.
  2. Type a folder name.
  3. Click Search for Folders.

# Search Options

Use Search Options to filter what should be searched, defining whether the search should search all of Docufree or just specific areas.

Option Description
All Select All to search all of Docufree. This is the default.
Content Select Content to search the content of the document.
File Name Select File Name to search the Docufree file name.
Index Select Index to search the index values for the selected folder location.
Keywords Select Keywords to search the keywords that have been entered in the Notes tab of the Viewer.
Notes Select Notes to search the notes. Notes are found in the Notes tab of the Viewer.

# Advanced Search Results

The following information displays for each advanced search result.

Result Info

Column Description
Selection Box You can select more than one file to perform a given action.
  • Click one or more checkboxes to make individual file selections
  • Click Select All and all checkboxes are marked.
  • Click Deselect All and all checkboxes are unmarked.
File Type An icon representing the file type, such as Word, Excel, PDF, TIF, CAD, etc.
Name The name of the file. Click this value to view the document.
Capture Click the Capture link to the right of the file name to go directly to the Capture Center. The breadcrumb trail will retain the same location as the selected file. The Bind checkbox is automatically selected to bind the files.
Hits The number of times the search criteria was found in the file. By default, quick search results are sorted by Hits.
Location The location of the file within the cabinet, drawer, and folder structure.
Found In The means by which the search criteria was found. The options are:
  • File name
  • Content
  • Index values
  • Keywords
  • Notes
  • File ID
  • Folder
Hit Highlight The resulting hit context. Refer to the table below.
If Found in... Then the Result displays...
File name name of the file
Content snippet of content, the snippet is a link to the file
Index values index name and value
Keywords keyword
Notes snippet of the note, the snippet is a link to the file
File ID file ID, the file name is a link to the file
Folder name name of the folder, the file name is a link to the folder

There are a number of tasks you can perform on an advanced search result.

Result Tools

Task Description
Select All/Deselect All You can select more than one file to perform a given action.
  • Click Select All and all checkboxes are marked.
  • Click Deselect All and all checkboxes are unmarked.
Open as Group You can open multiple files together under the same group tab. Actions on the group can save time. For example, sending a secure email for a group of files rather than for each individual file.
Move File If you have access, you can move a file to another folder.
Copy File If you have access, you can copy a file to another folder. The original remains in its original location.
Delete File If you have access, you can delete a file from within search results.
Export You can export the contents shown to an Excel workbook.
Combine Selected into PDF You can combine selected files into a single PDF file for printing.
Zip Selected You can combine selected files into a single zip file for downloading.
Sort by You can choose the column heading upon which to sort from the drop-down.
Page You can move between the pages of results from the drop-down.

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