Advanced Search

The Advanced Search is a search tool to help you find specific documents. It also you the ability to save the search for later use, or to publish the search to other VisualVault users by way of the security model.

Advanced Search View

On the Advanced Search view there are several features that are common to the Document Library. On the left hand side of the screen you have a tree view of the Document Library folder tree structure. Users will see only folders where they have access. If users check the root of the Document Library, all folders and subfolders will be checked and searched. If a user removes the check mark for any branch, all subfolders of that branch will have the check marks removed. By checking the folders you are in essence setting up the scope for which files should be searched.

On the right hand side of the screen is the detail pane showing search criteria and results. There are three menu buttons at the top of the screen. The functionality for each button is as follows:

  • Search - Show or hide the search criteria.

  • Show Archived/Active Documents - show documents that with an active or archived status.

  • Search Options - Load, Save and Modify Saved Searches.

  • Actions - Download, Archive or Delete selected documents.

To conduct an Advanced Search proceed as follows:

  1. Select Search icon at the top right hand area of the screen.

  2. Select Advanced Search

  3. Select the folder(s) you want to search.

  4. Define your Search Criteria: select a field from the pull down menu, select a condition from the pull down menu and enter the text to search.

  5. To add multiple criteria select the Add Rows function located below the Search Criteria box, select whether it's an "And" or "Or" criteria and then repeat adding appropriate rows of criteria.

  6. After you've completed defining your criteria select the Search button.

  7. Select Save Search if you like the results.

Your search results will be displayed. If the search results do not provide the expected results, you can modify the search from the top of the Advanced Search results grid.

Note: If you want a listing of all documents in a given branch of the folder tree, select the base of the branch. All documents up to the Max Rowcount in that branch will be listed when no criteria is specified.

Advanced Concepts

Some document searches may require a more complex combination of criteria. In order to search for documents in this scenario, you will want to understand the following concepts and ideas.

Advanced Search Criteria View

The Show drop down list at the top of the screen allows you to switch between Active and Archive type documents. This allows you to search through documents that pertain to either status. The Fields list (Shown on the left) will contain all common fields. VisualVault will enumerate the index fields from all the folders selected and display them in this drop down screen. The items above the dashed line are default metadata items that are searchable for every document. Items below the dashed line are custom index fields that become searchable.

Notice the Full Text field in the Fields drop down list. To conduct a search for strings of information inside any document within the search scope use this field. For more details see: Full Text Search

When selecting an Index field below the dashed line the search criteria field will change so that you can determine the list of possible items to search for in the search scope. Selecting the Show All link will query and give the user a drop down list of all possibilities. The user can also key in a string text that they think should be in the index field and select search. Items that are like the string of text will then show up in the drop down list.

You may increase the complexity of the search by adding multiple condition rows and setting the search criteria for those rows. You can create complex granular searches by placing the parenthesis around the groups of criteria that should be true. You can also use the * as a wildcard to search for items like *tech*.

As an example, let's say that want to search for documents that are purchase orders from Timely Consulting as well as Quotes from the same organization. In the search we do not want to bring in documents from Timely Consulting like hourly reporting. In this scenario we would configure the search to look like the following image. The first grouping in blue will bring together documents that are from Timely Consulting and are quotes. The second grouping in red will bring in documents from Timely Consulting quote contains No. These two sets of conditions are joined by the "OR" so that documents that meet both conditions are returned in the search.

Grouping Search View

Other related topics:

How to Create a Saved Search 

How to Delete a Saved Search

How to Publish a Saved Search

Quick Search