Searching for Documents

There are several ways to search for documents for documents in FileHold:

  • FastFind – Uses predefined hot-keys to search third party applications from within the software.

  • Full Text Search – The full text search (also called simple search) is a “Google-like” toolbar that uses a full-text search. The software 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 the simple search screen searches the document management system using full text search. When searching using the full text search, the software 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 for all files that make reference to Sarbanes Oxley.

  • Advanced Search – Advanced metadata search allows users to use the metadata associated with a document to help locate the file in the document and 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. Up to ten search parameters can be used in an advanced search.

  • From an External Application – A saved quick search can be invoked through an URL address from an external application. Once the URL is clicked, the search results are displayed in the Web Client.

How to Access Full Text and Advanced Searches

There are several methods in accessing the Search function.

  • Click Search, My Saved Searches, or Public Saved Searches in the library tree. Click Search to search all documents in the Library tree.

Search in the Library Tree

  • From the FDA, use the search bar in the top right of the screen.

Search bar in FileHold Desktop Application

FileHold Desktop Application

  • From in a folder in the Web Client, use the search bar in the top right of the screen.

Search bar in web client

Web Client in a Folder View

  • Right-click on any area of the library and select Search. This restricts the search to that location in the library.

Search a specific library location

  • From the simple search screen, click Advanced to access the Advanced Search screen.

Advanced search link

Using the search bar

The search bars in the FDA and Web Client can be used to:

Depending on the search selected, the ad-hoc and quick search icons change. The search menu is ordered by:

  1. The last 5 recent quick searches. The default quick search is the most recently used and is displayed at the top of the list.
  2. Ad hoc search.
  3. Private quick searches.
  4. Public quick searches.

Search bar 

For an ad-hoc search, the Ad hoc or simple search iconicon is displayed. Simply enter the search term and hit Enter. The full text search results are displayed below. To change to an ad-hoc search from a quick search, click the icon select the Ad hoc option from the menu.
For a quick search, the  Quick search icon icon is displayed. When this icon is displayed, enter a search term and hit Enter. The search results are based on the default quick search (most recently used). For the displayed quick searches, only “contains” type searches are displayed. There are no options for dates, drill-down or drop-down menu type searches. These types of quick searches are available from the list in library tree.

The ad-hoc search option may be disabled by an administrator.

Disabled ad hoc searches

Ad-hoc searches are searches that a users can run on the fly. While ad-hoc searches are powerful, they can also be performance hogs on the system if poorly designed. Some users never have the training necessary to perform or plan well formed ad-hoc searches such a guests or infrequent users. In order to prevent such users from negatively affecting system performance, ad-hoc searches can be disabled. In order to prevent such users from negatively affecting system performance, a permission setting for a group can disable ad-hoc searches.

In these cases, the only types of searches that a user can perform are public saved searches. An administrator needs to configure these for groups that have ad-hoc searches disabled. The ability to create, modify, or save a search is removed. All search bars are removed. Searching from the library structure (right-click > Search) is removed. Clicking the Search node in the library tree does not start a search.

If you have been restricted from performing ad-hoc searches, see your administrator.

Highlighting Document Search Results

In the FileHold Desktop Application (FDA), you are able to see the search results highlighted in yellow in a simple HTML viewer which appears at the bottom of the window.

Simple search terms are automatically copied to an any-word search in the FileHold viewer when the document is opened there.

To highlight search results

  1. In the Search Results window of the FDA, right-click on a document and select Highlight Results or click Highlight Results.
  2. Any terms that match the search criteria is highlighted in yellow in the HTML viewer that appears in a separate window below.

Highlight search results in viewer