Searching for documents

It is possible to find a document quickly and easily by searching any of these places where they are visible — Document Management, the History Viewer or the Document Viewer. Different options are available so you can filter the views to locate the desired document(s). For example, you can search using a full or partial name, a document's description, keywords, the date a file was last changed, etc.

In addition to the system folders in Document Management, the Search Documents node provides a link to an extensive search facility. It allows you to locate any document stored in Document Management by searching across all files, merge templates or owned documents, and finding all occurrences of a term anywhere in a document description, keyword, name or reference. For example, searching for the term "Cost" in document name will return every document that contains "Cost" at the beginning, middle or end of its file name.

The History and Document Viewers provide another means of finding documents. However, this facility provides a more precise mechanism by allowing you to search across all owned documents for the currently selected context, and finding those that start, contain or end with the specified term in their description, keywords, name or reference. For example, searching for the term "*Cost" in document name will return every document whose file name ends with "Cost".

Note: Searching is not case sensitive.

To search for a document in Document Management:

1. Click the Search Documents node at the bottom of the folder structure. The right-hand pane displays the Search Options.

2. In Search In, select the scope of your search; All Files, Merge Templates or Owned Documents.

3. In By, select the search filter; Description, Keywords, Name or Reference.

4. In Search, type the term(s) you want to search for. This can be full or partial information. The search will find all occurrences of your term.

• You can use an asterisk wildcard character to locate all documents to represent one or more characters when you do not know what the real character is or you do not want to type the entire term. For example, Cost* would find Cost Analysis Letter, Costs Update Letter and Time Costing Letter.

5. Click Go to start the search. The results are displayed in the pane below.

• To sort the results, click the column headers.

• To open a document's parent folder, right-click it and select Open Containing Folder.

• To open a document as read-only, right-click it and select Open > Open as Read-only.

• To open a document as read/write, right-click it and select Open > Open as Read/write.

To search for a document in Document/History Viewers:

1. In the History or Documents Viewers, click the Filter button .

• The History and Document Viewers are available in the Client, Prospect, Contact, Supplier, Matter, Project, Summary Matter and Credit Control screens.

2. Specify the desired search filters:

• Date Range. Specifies the date range between which documents are included.

• User. Specifies the name of the user whose documents are included.

• Show all document versions. Specifies whether the most recent version of documents or all versions are displayed.

• Name. Specifies documents matching the name entered are displayed.

• Description. Specifies documents matching the description entered are displayed.

• Reference. Specifies documents matching the reference entered are displayed.

• Keywords. Specifies documents matching the keywords entered are displayed.

• Show hidden entries. Specifies that any hidden documents are displayed.

• Note When typing search terms into the Name, Description, Reference and Keywords fields it is possible to use a wildcard character so you can search for terms "beginning with", "containing" or "ending with". This is useful if you do not know the full details or you do not want to type the entire term. You can:

• Search for terms "beginning with" by appending an asterisk to your term, e.g. Cost*.

• Search for terms "containing" by placing your term between asterisks, e.g. *Cost*.

• Search for terms "ending with" by prefixing your term with an asterisk, e.g. *Cost.

3. (History Viewer only) Under Filter Type, make sure the only options ticked are those for the documents you want to search; Microsoft Word Document, Microsoft Excel Worksheet, Outlook Item, Laserform Document, Oyez Document, etc. The list of filter types is governed by the documents associated with the currently selected context.

4. Click OK to start the search. The results are displayed in the viewer.

• To sort the results, click the column headers.

• To open a document as read-only, right-click it and select Open > Open as Read-only.

• Note Any events whose descriptions run to more than one line (for the current screen width) only display the first line with an ellipsis (...) appended to indicate there is more. The additional lines can be seen by using the View button.