Overview of keyword search

You can start the keyword search on the home page or via the Search menu.

For the keyword search, enter your search term or terms directly in the index fields. This allows you to search for documents quickly and efficiently. The more search terms you enter, the shorter your hitlist will be.

Step by step

Select the appropriate search mask first. You can choose between personal search masks that you created previously or global search masks that the system administrator provided for you.

Fig.: Selection of the proper search mask

Now enter you search terms directly in the search mask. You can enter search conditions into just one field or several fields simultaneously.

Depending on your user setting, a placeholder may be automatically added to your search term. (See: Settings (user))

By clicking the magnifying glass, you perform the search:

Fig.: Execute search

When you enter the search conditions, you are assisted by a range of functions:

Automatic search term completion

The system automatically suggests search terms based on already archived documents.

Example:

If you enter the characters “Pro” in the name field, you will get a list of suggestions with all name entries starting with “Pro”.

The search term completion starts after the third character has been entered. It makes no difference whether you enter the characters in uppercase or lowercase letters.

Fig.: Suggestions for automatic search term completion

Select entry from the list

An arrow symbol next to a search field indicates a saved list of terms from which you can choose an entry.

For the (document) type field, for example, there is always a fixed list of all stored document types.

Fig.: List of all document types in the archive

Enter search condition with the search wizard

Another option for the keyword search is to phrase the search condition with the help of the search wizard.

Next to each keyword field, you can find the symbol with which you can open the search wizard. The search wizard helps you enter the search term and shows the various options for specifying the search precisely. Select OK to enter your search condition in the field.

Fig.: Search wizard for the customer name field

Operator

Optional syntax for direct

field entry

The entered search term must be spelled precisely. This takes into account the general user settings in which you can determine whether the entered search term is automatically written with or without the placeholder.

between

The searched field content must range from the lower to the upper value, inclusively.

The BETWEEN operator can be used for text fields, date fields and number fields. Searching with a placeholder is not possible here.

Example: Search for all customers whose name starts with the letters “A” and “G”.

The correct search entry must be: search BETWEEN “A” and “H”. Because “H” is the first entry after all customer names beginning with “G”.

However, a number search (e.g. between 4700 and 5000) only works if the system administrator created the field to contain only numbers (number field).

multiple

An OR condition is used here. The search result shows all documents that contain at least one of the entered search terms. The search term and field content must be identical. Searching with a placeholder is not possible here.

The searched field content must be unlike the entered value.

The searched field content must be lower than the entered value.

The searched field content must be lower than or equal to the entered value.

The searched field content must be greater than the entered value.

The searched field content must be greater than or equal to the entered value.

is empty

IS_NULL

Nothing should be entered in this field.

is not empty

IS_NOT_NULL

This field may not be empty.

Also see: Keyword search with the search wizard

If you have entered your search terms into the fields, you can start the search with the magnifying glass.