Fields on the Advanced Search page let you enter as much criteria as necessary to find the document or documents you're searching for. Remember that when you enter criteria in more than one field, the advanced search finds documents that meet all the criteria (an AND rather than an OR search). For example, if you enter criteria in the Status, Type, and Created by fields, the search will return only those documents that meet all these criteria. Documents with matching criteria in only one or two of the fields would not be returned.
The following fields are available for an advanced search: Status, Assignable, Type, Check Out Status, Assigned To, Codes, Name, Description, Text, Directory, and Dates.
You can limit your search to those documents with a status of Draft, Approved, Inactive, Request Approval, Denied Approval, or Draft & Approved. Click in the Status field to select a status from the drop-down list. If you want to find documents with any status, or if you're not sure of the status, select All Statuses in the Status field.
Select this check box to limit your search to form letters that can be assigned to mail records. This option is most useful when you're looking for draft form letters or those in the approval process that have been designated as assignable to mail.
Documents can be one of four types: documents, form letters, formats, or envelopes. If you want to search for a specific type of document, click in the Type field and select a type from the drop-down list. Your search results will be limited to documents of that type. To search for documents of any type, click in the Type field and select All Types.
You can limit your search to Only Checked Out Documents or Only Checked In Documents that are assigned to a specific user or group. Select Only Checked Out Documents By User if you want to find documents that were checked out by a specific user. When you select this option, a Checked Out By field appears with your user name selected. If you want to find documents with any status, or if you're not sure of the status, select All in the Check Out Status field.
If you want to limit your search to documents assigned to a particular user or group, click in the Assigned To field and select Users or Groups. Click the search icon next to the second field and select one or more users or groups for entry in the field. Note that the list of Users includes both Active and Inactive Users.
You can search for form letters based on document codes, issue codes, workflow codes, or workflow categories. Click the search icon next to any of the code or category fields to search for and select one or more codes.
You can search for a document based on its name. Click in the first field and select Contains or Begins With to find all document names containing or beginning with the string you enter in the second field. This string search is not case sensitive.
To search for a document with a text string in the Description field, type the string in this field.
You can search for documents containing a word or words anywhere within the text of the document. Type the word for which you're searching in this field. If you're searching for a phrase, enclose the words in braces { }. You can also use parentheses to organize the logic of your search, for example "(apple AND oranges) OR fruit". You can use $ for word stemming, for example $speak finds words like SPEAK (SPEAK, SPEAKS, SPOKE and SPOKEN. The % allows you to search for words which begin with (appl%), end with (%tion) or contains (%part%) a string. For example, appl% finds words which begin with APPL (APPLE, APPLICATION, and APPLY).
Use the following operators to limit your search criteria.
|
AND |
Use AND to search for documents with at least one occurrence of each term. |
budget and taxes |
|
OR |
Use OR to search for documents with at least one occurrence of any term. |
budget or taxes |
|
NOT |
Use NOT to search for documents with one term and not another. |
budget not taxes |
|
NEAR |
Use NEAR to search for documents with terms that are near to one another. |
budget near taxes |
|
ACCUM |
Use ACCUM to search for documents with at least one occurrence of any term and rank according to the number found. |
budget accum taxes |
When you do a text search, each retrieved record is
given a numeric ranking
To search for all documents within a directory, click in this field and select a directory. To search within all subdirectories of the selected directory, select the Including Subdirectories check box next to this field.
You can search for letters based on their created, revised, review, or expiration date. Enter the beginning date that you want to search in the From field by typing a date in the field or by clicking the calendar icon next to the field and selecting a date from the calendar that appears. Enter the ending date in the To field in the same way. If you leave the To field empty, the search finds all documents with dates from the one in the From field to the current date. If you leave the From field empty, the search finds all documents with dates before and on the one in the To field. If you enter more than one range of dates, documents must meet all date criteria in order to be located with the search. For example, a search for documents created from 6/1/05 to 7/1/05 and documents with review dates from 6/1/05 to 7/1/05 will locate only those documents that were both opened and scheduled for review during the month of June.