Searching the Document Management System

There are three methods of searching for documents filed in the FileHold records management system.

• FastFind -  uses predefined hot-keys to search third party applications from within FileHold.

• Full Text Search- (also called Simple Search) FileHold's has the ability to recognize, index text and allows users to search content of all your favorite document types including PDF, Microsoft Office, Zip and many more. By default FileHold's simple search screen searches the document management system using full text search. When searching using the full text search, the document management solution considers both the metadata associated with the document and the content of the document. Full text search is particularly useful for general searches of files stored in the records management system. For example searching the document management system for all files that make reference to Sarbanes Oxley.

WARNING: In order to partial word searches, you need to use the wildcard (*) before or after the word you are searching for. FileHold will not find partial matches without the wildcard (*).

• Metadata Search- (also called Advanced Search) FileHold's advanced metadata search allows users to use the metadata associated with a document to help locate the file in the records management system. This is particularly useful when users have a specific piece of information they would like to search for. Advanced searches are the most effective way to perform searches.

WARNING: In order to partial word searches, you need to use the wildcard (*) before or after the word you are searching for. FileHold will not find partial matches without the wildcard (*).

Restricting a Search to Specific (Cabinet, Drawer, Category, Folder) Areas

You can restrict your search to any specific region of the document management system by selecting the search options located in that specific area of the records management system. The screenshot below shows a user selecting the search option from the folder menu. This menu can be accessed by right clicking on the folder name using in FileHold desktop application or by clicking the down arrow to the right of the folder name in the web client. You can use this same approach to restricting your search to Cabinets, Drawers or Folder Groups in the records management system. To search all documents in the document management system simply left click on the 'Search and Saved searches' section of the file structure to bring up the global search screen.

Selecting the Cabinet will prompt the system to search the all of the folders contained in that cabinet.

Selecting Search will prompt the system to search all of the Cabinets in the Library.

Searching and Security

Users can only retrieve documents to which they have access. Access is based on user rights and permissions. This means, in order for a user to see a document in their search results they would have to be a member of the folder that this document belongs.

How FileHold Searches for Documents

The following are how the FileHold document management system conducts searches for documents:

• When using the operator “Contains” searches metadata and the content (full text indexing) of documents.

• Metadata searches will return the most relevant of results. Metadata searches also return faster search results as it searches the Microsoft SQL database only.

• No partial words are allowed in searches (think of “Google"). Wildcards (*) are required for partial word searches.

• When using a search and saved searches, all words within a document and in the metadata are searched (full-text search).

• When the user invokes search functionality on a cabinet, drawer, folder group, or folder, the search will be restricted to the portion of the file structure from which the search was invoked.

• The contents of the Library Archive are NOT included in the search. To expand the search to include the Library Archive, select the Include in Archive check box in the Advanced Search options.

• Documents that have been deleted from the system are not included in the search.

• Only the latest version of a document is searched. The document usage history and document version history are not included in the search scope. To expand the search to include all document versions, select the Include All Document Versions check box in the Advanced Search options.

• My FileHold, Search, Saved Searches and Virtual Folders contents are not searched because these are links to documents and not where the documents reside.

• Metadata fields that have been edited or deleted are not search. To search using old metadata field names, select the Search Using Historical Metadata Fields check box in the Advanced Search options.