Searching for Documents in the Paperless Office

The FileHold software search engine provides a fast, powerful way to find documents in the library which saves time and ultimately reduces cost.

This is the power of document management searching. The search engine indexes both the meta tags associated with the document as well as the actual content of the document. The document management software can extract the content; essentially 'reading', from all file types including PDF, Microsoft Office, Zip and many, many more. Users can restrict the area of the library when searching, for example searching by location, by the type of document, by author, by creation date, by approval status and any other metadata search parameter. The full text search engine can be configured to supports fuzzy, synonym, phonic, boolean and wildcard searching. 

Metadata Search

Metadata search allows users to build their own search queries using the library administrator defined metadata fields (including document keywords, select boxes, currency, numeric, date fields, database lookup or drop down menus), system users, file type, creation/modified dates, document approval status, document version, document number, library location and more. Searche queries can be built by selecting the metadata field they wish to search by and add operators such as equals, greater than, less than, in the list or between to further expand or restrict the search scope. Searches can be easily saved for future re-use. Learn more about document metadata searching. Users can only search for and find (retrieve) documents they are authorized to access.

Search Relevancy Weighting

Relevancy weighting allows search results to be weighted towards the tags associated with the document or the actual content of the document. Allowing search relevancy to weight towards tags will ensures that companies can maximize their investment they have made into document tagging. In addition, weighting towards tags is more appropriate for document types that are not particularly suited for full text indexing such as invoices, purchase orders or other records of transaction. In cases where the library contains documents that are rich in text (e.g. thesis papers or press releases) relevancy is better weighted towards the text of the document.

Supported Document Formats in FileHold

The FileHold search engine can automatically recognize, index and search the contents of documents in the following formats.

Extensions are provided for some file formats but the document management software search does not rely on extensions to detect file formats (e.g. a Microsoft Excel document named ‘expenses.mp3’ would still be identified as Excel document).

Adobe Acrobat (*.pdf)
Ami Pro (*.sam)
Ansi Text (*.txt)
ASCII Text (See note 3)
ASF media files (metadata only) (*.asf)
CSV (Comma-separated values) (*.csv)
DBF (*.dbf)
EML files (emails saved by Outlook Express) (*.eml)
Eudora MBX message files (*.mbx)
GZIP (*.gz)
HTML (*.htm, *.html)
MBOX email archives (including Thunderbird) (*.mbx)
MHT archives (HTML archives saved by Internet Explorer) (*.mht)
MIME messages
MSG files (emails saved by Outlook) (*.msg)
Microsoft Access MDB files (see note 1) (*.mdb)
Microsoft Excel (*.xls)
Microsoft Excel 2003 XML (*.xml)
Microsoft Outlook/Exchange (See note 2)
Microsoft Outlook Express 5 and 6 (*.dbx) message stores
Microsoft PowerPoint
Microsoft Rich Text Format (*.rtf)
Microsoft Word for DOS (*.doc)
Microsoft Word for Windows (*.doc)
Microsoft Word 2003 XML (*.xml)
Microsoft Works (*.wks)
MP3 (metadata only) (*.mp3)
Multimate Advantage II (*.dox)
Multimate version 4 (*.doc)
OpenOffice 2.x and 1.x documents, spreadsheets, and presentations (*.sxc, *.sxd, *.sxi, *.sxw, *.sxg, *.stc, *.sti, *.stw, *.stm, *.odt, *.ott, *.odg, *.otg, *.odp, *.otp, *.ods, *.ots, *.odf) (includes OASIS Open Document Format for Office Applications)
TAR (*.tar)
Treepad HJT files (*.hjt)
Unicode (UCS16, Mac or Windows byte order, or UTF-8)
WMA media files (metadata only) (*.wma)
WMV video files (metadata only) (*.wmv)
WordPerfect 4.2 (See note 3) (*.wpd, *.wpf)
WordPerfect (5.0 and later) (*.wpd, *.wpf)
WordStar version 1, 2, 3 (See note 3) (*.ws)
WordStar versions 4, 5, 6 (*.ws)
WordStar 2000
Write (*.wri)
XBase (including FoxPro, dBase, and other XBase-compatible formats) (*.dbf)
XML (*.xml)
XyWrite (See note 3)
ZIP (*.zip)

To learn more about electronic document management search, retrieval features and how easy it is to put these features to work for your company contact: [email protected]