Document Management: Document Searching &
Smart Folders Overview - FAQ
What methods can I use to search for Documents in FileHold?
The following methods of searching for documents are available
in FileHold;
- Full Text Search - (simple search form) FileHold's
full text has the ability to recognize, index and allows users to search
the content of all your favorite document types including PDF, Microsoft
Office, Zip and many more. By default FileHold's simple search screen
searches the library using full text search. When searching using the
full text search FileHold considers both the metadata associated with
the document and the content of the document. Full text search is particularly
useful for general searches of documents in the library for example
searching the library for all documents that make reference to Sarbanes
Oxley. Use the following links for more information on searching using
Full Text Search and the types of files
that are supported and indexable by the full text search engine.
- Metadata Search - (advanced search form) FileHold's
advanced metadata search allows users to use the metadata associated
with a document for searching. This is particularly useful when users
have a specific piece of information they would like to search for.
For example searching for documents of type = Invoice where Invoice
Number = #736210. Use the following links for more information on searching
using document Metadata.
How Can I restrict searching to specific (Cabinet,
Drawer, Category, Folder) areas of the FileHold Library?
You can restrict your search to any specific region of the library
by selecting the search option associated with the area of the library
you wish to restrict your search to. The screenshot below shows a user
selecting the search option from the folder menu. The user accesses this
menu by right clicking on the folder name using the FileHold desktop application
or clicking the down arrow to the right of the folder name using the web
client. You can use this same approach to restricting your search to Cabinets,
Drawers or Folder Groups. If you want to search all documents in the library
simply left click on the 'Search & Smart Folders' node of the library
tree to bring up the global search screen.
How does search security work, can users find any document in the library?
No. Users can only retrieve documents they have access to based
on their user rights and permissions. This means, in order for them to
see a document in their search results they would have to be a member
of the folder that this document belongs to thereby having access to the
document.
Can I save searches that I find myself frequently
running?
Yes. Users can save their searches as a Smart Folder. The next
time the user wants to the search they can simply click on the appropriate
smart folder to display the latest documents in the library that meet
the search criteria. The users list of personalized smart folders are
found under the 'Search & Smart Folders' node of the library tree
as shown below.
How do I save a search as a smart folder? Can I
modify the search criteria afterwards?
Users can save their searches as a smart folder by clicking on the 'Save
As Smart Folder' button in the top right corner of the search results
window (see the below screenshot). Users can modify their saved searches
by simply updating the search field criteria. Users can then save this
modified save search as a new smart folder or overwrite the existing one.
By default what documents does the search engine search against when searching?
- By default when searching from the search and smart folders node all
contents contained in the Library are searched. Conversely, when the
user invokes search functionality through a cabinet, drawer, category
or folder the search shall be restricted to the branch of the tree from
which the search was invoked.
- By default the contents of the Library Archive node are not included
in the search. Expanding the search scope to include the archive is
set in the advanced search options when including archive in search.
- By default documents that have been deleted are not included in the
default search. Expanding the search scope to include documents that
have been deleted is set in the advanced search options when searching
document logs.
- By default the document usage history and document version history
are not included in the search scope. Expanding the search scope to
include documents that have been deleted is set in the advanced search
options when searching document logs.
- By default only the latest version of a document is searched. Expanding
the search scope to include previous versions of documents is set as
an advanced search options. By default My FileHold, Search & Saved Searches,
Virtual Folders contents are not searched because these are basically
links to documents found in the Library.
Use the following link for more information on expanding the search
scope use advanced search options.
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