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Searching Documents

Using NetDocuments Simple Search or Advanced Search, you can locate documents across any or all Repositories and Cabinets to which you have access, and display results within seconds.

NetDocuments defaults to either the Simple or Advanced Search page based on your most recent search.  A Simple Search allows you to type anything in the text box.  Text that exists in the document content, name, and standard and custom profile fields is searched.  The Advanced Search allows you to filter your search with specific criteria. 

Refer to the Advanced Searching for additional searching options.

 Rules of Searching

  • Search results display only those documents to which you have at least View "V" rights.  Administrators, however, can search and view all documents within a single cabinet.

  • Documents that exist in My Cabinet are only searchable via the DocId, Name, Created By, Modified By, Netbinder Name, and Extension fields. In others words they are not content or full-text searchable.

  • The Search Results page will display results in groups of 20 documents. The display columns can be customized.  Search results are limited to 500 results even though there may be more.  Use the Advanced Search to filter your search when needed. 

  • Documents in the Deleted Items folder are not searched when doing normal searching.

  • NetDocuments can search the text of PDF documents created from text-based applications such as Microsoft Word, Excel, Lotus Notes, etc. If the PDF is created from an image, such as one scanned or faxed without being processed through an OCR package, the PDF text cannot be searched.  It can be searched by its Profile data.

  • You can search multiple criteria in a field by using a separator, such as document IDs, extensions, etc. For example, type doc pdf wpd in the search extension option to find documents that meet these criteria.

  • The Advanced search is an alternative to the Simple search and can be used interchangeably with the Simple search. If you have the Professional Service, you can also search custom profiles for each document.

  • There is no distinction between uppercase and lowercase characters. 

  • If you search a word that is in a NetBinder name, it will bring up the documents in that NetBinder, even though the documents themselves do NOT contain the searched word.

  • If you have a NetBinder with NO documents in it, you will not be able to locate that NetBinder using the Search option, since it will not return any documents. NOTE: When a NetBinder is created, it should contain at least one document in order to locate it, or it should be filed in a folder where it can be located by browsing.

  • You can enter complete words or partial words that appear in the document name. Wildcards such as an asterisk (*) can be used. For example, if I search for "document*", I will find the word "documentation".  The search engine in many cases will find variations of a word without the asterisk using its built-in lemmatization capability.

  • You can search for multiple document IDs to return more than one result. NetDocuments allows entry of multiple document numbers separated by spaces, commas, semicolons, “OR”, or any other separator. If you use the document ID as the search criteria, any other search fields you've entered are void since only one document can be returned with that ID.

  • Phrase searching is supported.  For example, searching "East Coast" will find any occurrence of these two words together "East Coast" in this order. 

  • See the Advanced Search for additional searching options. 

  • Creation dates are indexed in Eastern Time Zone, which is where the servers are based.

Special Searches
 
 From either the Simple Search page or the Advanced Search page, you have available a Special Search menu section.

 This includes the following:
1. Recently Created Documents - this is a canned search that shows the documents you have created in the last 14 days.  You can always do a manual search with a different date range.  NOTE: There may be a delay of a couple of minutes after a document is created for it to be indexed and display in this list.

2. Unprofiled Documents - this option shows all documents that you have created where required profile values have not been entered.

3. Emails from Me - this will do a search for all .msg files sent by me.

4. Emails to Me - this will do a search for all .msg files sent to me.

5. Calendar - this page shows you all of the Calendar events that you have access to for a default date range.  You can adjust the date range to show a shorter or longer time period.
 

Recent Categories

From the Search Menu, you also have an option to see the 10 most recent Categories that you have accessed.



Options available from the Search Results page

1. Show criteria - displays the detailed search criteria entered for the results shown.

2. Count - Only available for a single cabinet search for an Administrator of that cabinet.  Shows the total number of hits, up to 10,000, that match the search criteria.

3. Print List - prints the list of items contained in the search result up to 500.  For an Administrator this will print up to 10,000 in a result.  It will email you a list.

4. Delete all Results -  this will delete all documents in the result page you have rights to delete.  For an Administrator this will delete up to 10,000 in a result.

5. Create Category - this option lets you save the search result as a category so it can be easily re-used.

6. Define Display Format - allows you to adjust the columns being displayed.  Changes to this affect all list views.




 See Also:

  Advanced Search
  Searching Date Fields Examples
  Search Document Extension Examples

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