Home :: Knowledge Base :: Searching

Advanced Searches of the Document Management System

The advanced search allows users to search by specific metadata fields and other system recorded information about the document.

To access the advanced search form

  1. From the 'Search and Saved searches' simple search, click the Advanced link to the right of the search button.

  2. To access the advanced search from the folder of the document management system view, click on the gray down arrow to the right of the search field icon in the top right corner of the folder view.

  3. Clicking on a Saved Search.

  4. Right-clicking on the file structure and selecting Search. Remember that the search will automatically be set to start at the library, cabinet, drawer, folder group of folder level depending on where the user right clicks.

Adding Metadata Fields to Filter Searches

The advanced search form allows users to use metadata fields to refine their search. Users can also combine searches in order to filter results.

Users can also choose to search by metadata only, search the archive, include all versions and search using historical metadata fields by checking the boxes at the bottom of the advanced search form. See the table below for search options.

AdvancedSearch.png

 

 

 

 

Search Option Description
Metadata Field Selector Allows users to select the metadata field they want to search the document management system with.
Search Operator Selector Allows users to select an operator to accompany a selected metadata field. The list of operators are Equal to, Between, Greater than >, Less than <, Greater than or equal to >/=, Less than or equal to </=, In the list or Is Blank.  The list of available operators is dependent on the type of Metadata field selected.
Search Criteria Value Select Allows users to enter a specific search criteria based on the metadata field and operator selected. The value field is based on the type of metadata field selected. By default there is only one value field for each operator. The only exception is the “between” operator that allows users to search between two values such as dates.
Add or Remove Search Rows The [ - ] and [ + ] buttons to the right of each row allow users to remove or add (respectively) rows from the search criteria. Multiple search rows are joined automatically joined using the AND operator.
Advanced Metadata Search Options Advanced metadata search options allow searches to be expanded to include all versions of the document, searching of documents in the Library Archive, searching using historical metadata fields or search using metadata only.
Metadata Fields used to refine search There are a number of metadata fields that a user can select using the metadata field selector. The same metadata field selector is used in both the Desktop Application and the web client versions of FileHold’s document management solution.
File Or Metadata Allows users to add a full text search value to their metadata search criteria. This hybrid approach can be used to combine the best aspects of full text and metadata only searching. The same full text search operators apply to this field as in Full Text Searching.
Document Name Searches the document management system for a file by the name in the search criteria.
Checked Out Status

Search by the checked out status of:

  • Checked In
  • Checked Out
Person

Allows users to search by:

  • Owned By Me
  • Owned By Someone Else
  • Checked Out By Me
  • Checked Out Be Someone Else
File Date

File Data menu allows users to search by:

  • Date Last Modified
  • Creation Date
  • Approval Date (for workflow)
Approval Status

Search by the workflow status of:

  • Approved
  • Pending Approval
  • Not Approved
  • Not Submitted for Approval
Library Location Allows users to restrict searching to a specific cabinet, drawer, folder group or folder in the document management system.
Common MD (metadata) Fields Allows users to search the document management system by common metadata fields –ie “customername”. The list of possible metadata field options is customized based on how the library administrator has defined the document classification standards for the FileHold server.
Search by Schema Name and Metadata fields Allows users to restrict their search by document type (schemas) and the associated metadata fields. The list of possible document types and associated metadata fields is customized based on how the library administrator.
Document Log Action Search for documents that have been checked out, downloaded, checked in, copied, moved, archived, viewed, printed, published, added, linked, emailed, etc.
Document Log Date Search for documents that have had actions performed on them within a date or date range.
Special Fields

Allows users to search for files in the records management system by:

  • Folder name – Search using part of a folder name when the “Contains” operator is selected. Note that no wildcards or dtSearch keywords can be used for this option.
  • File Type – The File Type Extension list is dynamically updated and sorted alphabetically. A new file extension entry is dynamically added to the initial standard list upon adding a document with a new file extension for the first time. The list is not updated in FDA until the user logs in and out. Multiple file extensions can be used when the qualifier is set to “In the list”. Insert a comma between the file extensions.
  • FileHold ID
  • Document Control No.
  • Version Control No.
  • Has Markup – User can find documents that have been "Marked Up" using the Brava Viewer Markup Tool.
  • Has Link – Users can find all documents that have been linked with other documents.
  • Is Favorite – Provides a list of documents that are marked as favourites.
  • Document Format – Select Electronic Document, Electronic Record, or Offline Document type.