Searching for Documents

Searching for Documents - Quick Search

If you're working on a draft form letter or want to review a draft press document, you can search for it or, if you created the document, you can also find it under My Work.

There are two types of searches available for documents: a quick search lets you select criteria from a drop-down list of document fields and combinations of fields; an advanced search lets you view and select all possible criteria on which you want to base your search. IQ also provides the ability to create and use a custom search for document records. Contact your IT Consultant for assistance in setting up this feature.

In addition, you can save your most frequently used search criteria as your default, by clicking the Make Default link. To clear the default, click the Clear Default link.

To perform a quick search for a document:

Click the Documents tab to go to the Quick Search page for documents. The Search Documents for field defaults to the last criteria you selected. Fields that appear below the Search Documents for field will vary depending on your entry. Click in the Search Documents for field to select different criteria.
Click the GO button to begin the search and display the results.

If you're not satisfied with the results of your search, click the Modify Search link to modify your search or select the Advanced Search action to use more criteria in your search. You can also use the Modify Search option to add records to those already selected. If you selected records found with the first search, that selection is retained as you modify your search criteria and find and select additional records.

Click a document name link on the Search Results page to display information for that document.

Quick Search Criteria

The Document Quick Search page provides fields that let you select from an existing list of fields or field combinations. Click in the Search Documents for field to display the list of field combinations, which include: Status, User, Type and Review Date; Status, User, Type and Document Code; Form Letters: Issue Code and Status; Form Letters: Workflow Code and Status; All: Name; Text, ID and Directory. Once you've selected one of these options, the appropriate fields will appear below the Search Documents for field.

Check Out Status

This field is available for all of the Search Documents for options. Click in the Check Out Status field to select a status from the drop-down list. 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.

Document Code

This field is available when you select Status, User, Type and Document Code. If you know the code, you can type it in this field. To search for a document code, click the search icon and select a code from the list that appears. You may enter multiple document codes in the field. Select the or radio button to find documents which contain at least one of the selected codes. Select the and radio button to find only those documents which have ALL of the selected document codes. Note: The default for Join with is the and radio option.

Text Search

You can perform a quick search for documents containing a word or words anywhere within the text of the document by selecting Text in the Search Documents for field. You can narrow the text search to a status (Draft, Approved, Inactive, Request Approval, Denied Approval, Draft & Approved) and to a type (Form Letter, Document, Format, or Envelope) by making a selection from the Status and Type field menus.

Type the word for which you're searching in the Text field. If you're searching for a phrase, enclose the words in braces { }. 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 returns documents with both budget and taxes.
OR	Use OR to search for documents with at least one occurrence of any term.	budget or taxes returns documents with either budget or taxes.
NOT	Use NOT to search for documents with one term and not another.	budget not taxes returns documents with budget but only if they do not also contain taxes.
NEAR	Use NEAR to search for documents with terms that are near to one another.	budget near taxes returns documents where the term budget is near the term 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 returns documents with either budget or taxes, but those with both terms will receive a higher numerical ranking and appear at the top of the search results.

When you do a text search, each retrieved document is given a numeric ranking—the higher the score, the more relevant the document is to the text search criteria.

ID

If you know the ID of the document or form letter you're searching for type it in this field to go directly to the Document or Form Letter Record page. To find multiple records, separate IDs with commas (101842, 101266). Found records appear on the Document Search Results page.