Using Search Criteria

Searching folders and files:

•	To open the Search dialog box, from the toolbar click on icon

Click Search option from Tools menu.

•	Specify one or more search criteria to use when searching for documents.

•	Use the Profile Search drop down control to select the 'Advanced Search' option.

•	The Profile Search window will appear.

•	Specify your search criteria in the following sections described below:-

Search text box and keyword options

You need to enter the search text in the text box. Text entered here will be used to search against the options selected by you for folders and files.

Search text

Any word: Displays search result if one or more keywords of the search text are matched.

For example:

To find all documents that contain the word "Vincent" or the word "Order" or both search for: Vincent Order

All word: Displays search result only when all the submitted keyword are matched.

For example:

To find all documents that contain the word "Vincent" and the word "Order".

Exact Phrase : Displays search result only when occurrence of exact phrase is found.

For example:

To find all documents that contain the exact word "Vincent" and the word "Order", in that exact order.

You can search the file with the combination of fields in basic search and advance search for quick search. If the search keyword matches with the values entered in these fields, the file name will be displayed in search result.

Docsvault allows you to select one or more of the following options in basic search:

Basic Criteria

Search in File Name

Click 'Search in File Name' to search text against the names of folders and files. If you know only part of the name, you can use wildcard characters like (*, ?) to locate all files that include that part in the name.

Wild Characters

Uses

Asterisk (*)

If you are looking for a file that you know starts with "Doc" but you cannot remember the rest of the filename, type the following: Doc*.* This locates all files of any file type that begin with "Doc" including Document.txt, Document.doc, and Documentation.doc.

To narrow the search to a specific type of file, type: Doc*.doc. This locates all files that begin with "Doc" but have the file name extension .doc, such as Document.doc and Documentation.doc.

Question mark (?)

Use the question mark as a substitute for a single character in a name. For example, if you type Doc?.doc, you will locate the file Doc1.doc and Docs.doc but not document.doc

Note:

•	You cannot search for special characters: + - && \|\| ! ( ) { } [ ] ^ " ~ : \. You can make use of the Wild characters (*,?) to substitute the special characters in Search Text.

Search in Description

Click 'Search in Description' to search keywords in description. If the search keyword matches with that in description of a file, the file is displayed in search result.

Search in text inside files

You can search for a file whose text content matches with that of the search text. This is also called as 'Full Text Searching'.

Note:

•	Search result with this option is possible only for those files whose text has been indexed.

To have a full text indexing on a file with specific extension you need to have it's corresponding IFilter component installed on the machine where Docsvault Server is installed.

By default Docsvault search uses filters on ASCX, ASM, ASP, ASPX, BAT, C, CMD, CPP, CSS, CXX, DEF, DIC, DLL, DOC, DOT, H, HHC, HPP, HTA, HTM, HTML, HTW, HTX, INF, JPG, MDB, MSG, ODC, PNG, PPT, RTF, STM, TXT, XLS and XML.

You can also install third party filters to parse other file types, e.g.:

•	Adobe PDF IFilter 6.0 [adobe.com]

•	Microsoft XML IFilter [microsoft.com]

•	Microsoft RTF IFilter [microsoft.com]

•	Microsoft Visio IFilter [microsoft.com]

For more information please refer:

•	IFilter.org [ifilter.org]

•	Desktop Search Ifilters [msdn.com]

•	IFiltershop.com-[ifiltershop.com]

Note:

•	Docsvault search result will depend on the setting set for 'Indexing' in 'Docsvault Server Manager'.

Search in Notes

Click 'Search in Notes' to search the files based on document notes.

Note:

•	Search result with this option is possible only with 'Any word' and 'All word' type of search.

Search in Version Note

Click 'Search in Version Note' to search files based on version notes.

By default search is performed on the most recent version of files. But you can opt for search on all versions by selecting the 'All Versions'.

Note:

•	Docsvault will use OR operator to search for files that matches with any one of the above criteria.

If you do not know any of the above information or want to narrow your search further, select one or more of the remaining options:

Look in

By selecting a specific folder, you may restrict the search for documents to only those documents contained in the selected folder and its sub folders(s), if any.

Setting Criteria

Owner

If you know the name of the user who created the document, you can run a search based on owner by selecting a user from the list.

Checkout By

If you know the name of the user who has checked out the document, you can run a search based on checkout by selecting a user from the list.

Search By Date:

If you would like to search for a document based on date criteria, you must select one of the two options in the Date Criteria drop down box:

•	Created Date

•	Modified Date

Setting Date Criteria

If you would like to specify a date range:

•	Click on the From radio button

•	Specify a date range

If you would like to specify a range for In the last... Days :

•	Click on the In the last... radio button

•	Specify a number.

Search by Size:

Use this field to limit your search to documents that are at least, or at most, a set size as measured in Kilobytes.

Setting Size Criteria

Search by Flag:

Use this field to limit your search to documents that are flagged with the specific flag.

Setting Flag Criteria

Try using criteria to make your search more specific.

Profile Search

Using this option helps you to generate more finite search results, thus enabling you to further narrow your search results to speed up finding documents according to the assigned custom properties.

More than one search criteria can be added to the Profile search, as shown below.

Use Above AND below conditions- by selecting this option you indicate that the all the criteria of Profile search and the Basic search should be satisfied and be listed in the search results. Using AND option you narrow the query.

Use Above OR below conditions - If you want to expand/widen the query, you can use this option. By selecting this option you indicate that at least one of the criteria i.e Profile search criteria or Basic search criteria must be satisfied and be listed in the search results.

To search by custom properties, perform the following:

•	Click on the ADD button, the Search Parameter window will pop up.

•	Select a Profile by clicking on the drop down control

•	Select a Property from the drop down control.

•	Set the Criteria condition.

•	Select a Property Value for a specific condition.

Note:

•	For text type of value the 'Criteria' is always "Is"

•	For Date and Numeric type of value, condition can be any of the following type:

=	Equal To
<	Less Than
>	Greater Than
<>	Not Equal To

•	Click on the Search button to complete the search.

If you want to use more than one property condition while searching, you can specify the type of relationship between the two conditions with the 'And' or 'Or' radio buttons (the AND radio button is selected by default).

For instance, if we are searching for unpaid bill of your client 'Vincent', we can specify the query:

	Property	Criteria	Property Value
	Client	Is	Vincent
AND / OR	Paid	Is	No

If you have selected AND operator to search then all the documents matching both the search values will be listed in the search results i.e all the unpaid bill of Vincent will be displayed.

If you have selected OR operator to search then any document that contains at least one of the search values will be listed in the search results. i.e it will display all the bills of Vincent irrespect whether it is paid or unpaid.

For example:

Using the 'Profile Properties' in search screen, you could specify that you are looking for documents that have a 'Billing' profile set attached, and you are looking for all the invoices of client 'Vincent' amounting to $15,000 or payment status as 'No'.

Setting Profile criteria

This search would only return those documents that fit the custom property criteria, giving you a much shorter list of documents to go through.

Note:

•	If you want to delete any set property condition, select that row and click on Remove button.

Lets summarize the search criteria.

For example:

Using the 'Profile Properties' in search screen, you could specify that you are looking for PDF documents that have a 'Billing' set attached, and you are looking for all unpaid bills of Vincent to $15,000 created in the last 15 days by Richard.

To search by the above criteria.

•	In 'Search Text box', enter ' *.PDF '

•	Select 'Search in File name'

•	In 'Owner', enter ' Richard '

•	Set 'Date', 'In the last 15 days'

•	In 'Profile Search', select Use Above AND below conditions and

•	Set 'Profile Search Parameter' as

Client Is 'Vincent'

Amount Is '15000'

Paid Is 'No'

Setting the query

Note:

•	If you want to view any of the search results, double-click the file and it will open in the relevant application.