Documents saved to the Vault can be found using search features, views, or a combination of both. Users must have at least read-only rights to the document to be able to see it within the system.
Documents can be found easily and efficiently by using the Quick Search bar. Quick Search finds different versions of the search words. For example: Searching the word "drive" will also render documents with "drove" in it, but searching the word "drive" will not render documents with "driver" in it because the words have different meanings.
To use Quick Search:
- Insert the search phrase into the Quick Search bar.
- To search for an exact phrase, place the phrase in quotes.
- To search for partial words, use an asterisk (*). For example, gold* will return goldstein, goldberg, golden, etc.
- To signify any character in a search phrase, use a question mark (?). For example, to find 5-digit codes starting with 501, enter 501??.
- To specify a search in metadata, file contents, or both, click the dropdown arrow and make your selection. Otherwise, press <Enter>. Results are sorted by relevance.
If the search displays too many results, try limiting your search to metadata only and/or use more keywords.
If the search displays too few results, try using more general search phrases and/or expand search results to include metadata and file contents.
To reveal more search options, click the Advanced Search arrow.
- Search in this folder restricts the search group only to items currently displayed in the listing window and their subfolders.
- You can search for All words, Any words, or use Boolean search. Examples of Boolean search include:
- hospital and memo or minutes returns objects having the words "hospital" and either "memo" or "minutes"
- hospital or district and memo or minutes returns objects having either the word "hospital" or "district" and either "memo" or "minutes"
- You can select two additional properties to narrow the search. For example: created by person, latest modification date, or matter the document is related to.
- You can find keywords that are in close proximity to each other by selecting Boolean search and using w/ followed by the number of words in proximity. For example, use training w/15 workflow to find documents where the words training and workflow are within 15 words from each other.
Search Results Relevance
The following information is of primary importance for providing search results:
- When was this document or other object created?
- When and how many times was the document or other object edited?
- When and how many times was it processed?
User is provided with relevant data on the organization's newest and most commonly used documents or objects. Older documents that have not been updated recently will not show up as a most relevant result.
Appearance of the search string in metadata and/or file contents influences the order of the search results. Appearance of the keyword in document metdata or filedata affects the ranking as follows:
- Appearance of the keyword in the name or title of the other object has highest impact
- Appearance of the keyword in other metadata not the name or title of the object has high impact
- Appearance of the keyword in file contents has smaller impact
Length of the file name affects relevance ranking. A shorter file name is given more importance than a longer one when the two have the same number of matches for the search string.