Advance Search

The Advanced Search screen allows you to specify multiple search criteria to find documents stored in Docsvault.

Searching folders and files in Advance Search

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

Click Search option from Tools menu.

•	Click on the Advance Search link. The "Advanced Search" window will appear. Here, you may specify one or more search criteria to use when searching for documents and folders.

•	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 "AMCE" or the word "Order" or both search for: AMCE Order

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

For example:

To find all documents that contain the word "AMCE" 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 "AMCE" 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 is installed.

By default Docsvault search uses filters on .a;.ans;.asc;.asm;.bas;.bat;.bcp;.c;.cc;.cls;.cmd;.cpp;.cs;.csa;.cxx;.dbs;.def;.dic;.dos;.dsp;.dsw;.ext;.faq;.fky;.h;.hpp;.hxx;.i;.ibq;.dl;.idq;.inc;.inf;.ini;.inl;.inx;.jav;.java;.js;.kci;.lgn;.log;.lst;.m3u;.mak;.map;.mdb;.mk;.odh;.odl;.pl;.prc;.rc;.rc2;.rct;.reg;.rgs;.rul;.s;.scc;.sol;.sql;.tab;.tdl;.tiff;.tlh;.tli;.trg;.txt;.udf;udt;.usr;.vbs;.viw;.vspscc;.vsscc;.vssscc;.wri;.wtx

You can also install third party filters to parse other file types.

Note:

•	Docsvault search result will depend on the setting set for 'Indexing' in 'Tools > Advance Settings.

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

Search for

Select from the list box whether you are looking out for only files or folders or both for quick result.

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

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.

Setting Date, Size and Flag Criteria

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.

Search by Flag:

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

Try using Profile Search 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. All the criteria of Profile search and the Basic search uses AND option you filter your search.

To search by custom indexes, perform the following:

•	Select a Profile by clicking on the drop down control

•	Select a Index from the drop down control.

•	Set the criteria condition for the index value.

•	Enter the index value in the next prompt for a specific condition.

For Instance:

	Index	Criteria	Index Value	Use this to
Text	Client	Is	AMCE	Find only files that have index value AMCE for Client
Numeric	Amount	<	12,450	Find only files that have Amount index values less than Twelve thousand four hundred and fifty. (use comma ',' as number separator)
Date	Due Date	>	12/25/2010	Find only files that have Due Date falls later than 25th Dec 2010 (use the date format as 'mm/dd/yyyy' )

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

•	Click on the Search button to complete the search.

Setting Profile criteria

Lets summarize the search criteria.

For example:

Using the 'Profile' in search screen, you could specify that you are looking for Invoices that have a 'Billing' set attached, and you are looking for all unpaid bills created in the last 15 days.

To search by the above criteria.

•	In 'Search Text box', enter ' Invoice* '

•	Select 'Search in File name'

•	In 'Owner', enter ' Jennifer '

•	Set 'Date', 'In the last 15 days'

•	In 'Profile Search', Set 'Profile Search Parameter' as

Profile Is 'Billing'

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.