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Advanced Searches (Metadata Search)

Advanced Search allows you to search by specific metadata fields and other system recorded information about the document.

Users can 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.

The parts of an advanced search include:

  • Criteria Selector – Allows users to select the metadata field or system value 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 available operators is dependent on the type of Metadata field selected. For multiple selections for "In the List", select the check boxes next to the values.
  • 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 or numbers.
  • 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. Up to ten search rows are joined automatically joined using the AND operator.
  • Advanced search options – Check box options allow you to search by metadata only, search the library archive, include all document versions, or use historical metadata field values. The Save button will persist these options across all advanced searches.

Advanced search field operators

Search Operator Selectors

  • Contains in FTS– Searches the full text search index which includes the metadata, document name, file properties, and contents of the document and contains an exact match of the value.
  • Does not contain in FTS– Searches the full text search index which includes the metadata, document name, file properties, and contents of the document and the value is not present.
  • Contains in DB – Searches only the database for a pattern which can include wildcards. The contents of a document are ignored (full text search index).
  • Does not contain in DB – Searches only the metadata and the pattern is not present. The contents of a document are ignored (full text search index).
  • Not equal – Does not equal the value specified.
  • Is Blank – The value has been left empty (blank).
  • Below – Matches anything below a certain level in a drill down menu type field
  • > (greater than) – Is larger than the specified value.
  • < (less than) – Is less than the specified value.
  • >= (greater than or equal to) – Is larger than or equal to the specified value.
  • <= (less than or equal to) – Is less than or equal to the specified value.
  • In the list – Matches all values entered in the list. Use the check boxes to select multiple values.
  • Not in list – Show all documents that do not match the values entered in the list. Use the check boxes to select multiple values.
  • No older than x number of days before now – The document is not older than x days before today. In other words, 5 days old or less.
  • At least x number of days older than now – The document is x many days older than the specified date. In other words, show everything prior to the last 5 days.
  • Between - Search for values that are within a set of values, given the minimum and maximum values.

The following table describes the type of search operator selectors that are available for each metadata field type:

Metadata Field Type Available search operator selectors

Text

Contains in FTS, Does not contain in FTS, Contains in DB, Does Not Contain in DB, Equals, Not Equals, Is Blank

Drill down menu

Contains in FTS, Does not contain in FTS, Contains in DB, Does Not Contain in DB, Equals, Not Equals, Below, Is Blank

Drop down menu (FileHold managed and database lookup)

Contains in FTS, Does not contain in FTS, Contains in DB, Does Not Contain in DB, Equals, Not Equals, In the List, Not in the List, Is Blank

Date

Equals, Not Equals, In the List, Not In the List, Between, > (greater than), < (less than), >= (greater than or equal to), <= (less than or equal to), At least, No older than

Number / Currency

Equals, Not Equals, In the List, Not In the List, Between, > (greater than), < (less than), >= (greater than or equal to), <= (less than or equal to), Is Blank

Checkbox

Equals

URL

Contains in FTS, Does not contain in FTS, Contains in DB, Does Not Contain in DB, Equals, Not Equals, Is Blank

Performing an Advanced Search

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.

Advanced search access

  1. Clicking on a Saved Search.
  2. Right-clicking on a level (cabinet, drawer, or folder) 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.

To perform an advanced search

  1. In the Advanced Search screen, use the following table to build search queries. Use up to 10 search filters to build the search query.
Search option Description

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 system for a file by the name in the search criteria. Can use Contains in FTS, Does not contain in FTS, Contains in DB, Does Not Contain in DB type searches.

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 (workflow)
  • Review Date (workflow)

Workflow Status > Approval Status

Workflow Status > Review Status

Search by the workflow approval status of:

  • Approved
  • Pending Approval
  • Not Approved
  • Not Submitted for Approval
  • Approval Postponed

Search by the workflow review status of:

  • Reviewed
  • Pending review
  • Not submitted for review

Library Location

Allows users to restrict searching to a specific cabinet, drawer, folder group or folder in the document management system.

Document Log > Action

Document Log > Date

Search for documents that have been checked out, downloaded, checked in, copied, moved, archived, viewed, printed, published, added, linked, emailed, etc.

Search for documents that have had actions performed on them within a date or date range.

Special Fields

Allows users to search for files by:

  • Folder name – Search using part of a folder name when the “Contains DB” operator is selected.
  • File Size - This value is specified in megabytes (MB). Fractional values are acceptable. For example, 10 KB would be specified as ".01".
  • 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 selected when the qualifier is set to “In the list”.
  • FileHold ID – The unique ID number given to every version of a document.
  • Document Control No. – Specialized metadata field used to track specific document numbering requirements. Can use Contains in FTS, Does not contain in FTS, Contains in DB, Does Not Contain in DB type searches.
  • Version Control No. – Like document control numbers, used to track specific document numbering requirements. Can use Contains in FTS, Does not contain in FTS, Contains in DB, Does Not Contain in DB type searches.
  • Has Markup – User can find documents that have been "Marked Up" using the 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.

Common MD (metadata) Fields

Allows users to search by common metadata fields such as “Customer Name”. 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 Document Type

Allows users to restrict their search by document type (document schema). The list of possible document schemas are dependent upon how the Library Administrator configured the system.

Search by Metadata Field Name

Depending on the document type selected, the associated metadata fields are available to search by.

  1. Select any of the following advanced search options:
  • Search Metadata Only - Will only search the metadata and not the contents of a document (full-text search).
  • Include Archive in Search- Searches the documents in the Library archive and includes any matches in the results. FileHold will search only the Library (current documents) if this option is not selected.
  • Include All Document Versions - Searches all versions of the document. FileHold will only search the latest version if this option is not selected.
  • Search Using Historical Metadata Fields - If metadata values have been changed over time, you can still search these "historical" items as FileHold keeps track of any changes that have been made. By default, search only looks for the latest value set for the document version. Checking this box will extend the search to the complete history of metadata values for the document version. This checkbox respects the setting for "Include All Document Version" checkbox. If you would like to search all historical values for all document versions, make sure both boxes are checked. This option has no effect on CONTAINS FTS searches.
  1. Click the Save Save advanced search setttings icon icon to save any of the advanced search options so that they are maintained for every Advanced Search performed.

Advanced Search

  1. Click Search. The search results are returned. You can continue to add or modify the advanced search criteria, save the search, or export the results to a CSV file.