Performing Advanced Searches

The Advanced Search feature allows you to create complex queries using Boolean-type operators. The query can include up to 15 lines of criteria. You can also use wildcard characters in the search. If needed, you can save your search criteria so you can repeat the search in the future.

How do I use wildcard characters in a search?

You can substitute the asterisk (*) and question mark (?) wildcard characters for unknown text at the end of a search term. Document will find any results that include the known portions of the search string.

• The asterisk can replace any number of characters, including no characters at all.

  Example: You cannot remember the complete name of a file that you are searching for, but you know it is an Excel file that has the word "Smith" at the beginning. When you enter Smith* as your search criteria, you might receive the following results:

  • Smithers-Harris Q2 Results.xls
  • Smith Jones Consulting.pdf
  • Smith.doc
• The question mark replaces a single character, or no character at all.

  Example: If you search for tax??, the system will look for text that has exactly two characters after the word "tax." So, examples of the results that might be returned include the following:

  • taxes
  • taxed
  • tax11

Note: If you have more than 2,000 search results, the system prompts you to narrow your search criteria.Your firm can limit the number of search results that Document returns. If the number of results exceeds this number, you will be prompted to narrow your search. For instructions on changing this options, see Setting General Configuration Options for Document.

To create an advanced search, do the following:

1. Click Advanced Search at the top of the Document Central The main window where most Document tasks originate. Document Central contains several tabs that display lists of files, file groups, discussions, tasks, and recent entities. window.
2. Click the first line in the grid to begin selecting search criteria.

   Column	Description
   ( )	Click to insert a beginning parenthesis. Criteria grouped in parentheses are evaluated before other criteria are considered. You can have up to three pairs of parentheses in one group.
   Field Name	Select a field to search within. You can use any field for filtering purposes, including fields you do not have security privileges to view.
   Operator	Select an operator. The operators that are available depend on type of field that is selected. Explain the operators for text fields. When you select... The search will find items that... Is Match, at least in part, the text in the Value column. Is blank Have no entry in the selected field. Is not blank Have an entry in the selected field. Is exactly Exactly match the text in the Value column. Begins with Begin with the text in the Value column. Contains Include the text in the Value column. Does not contain Do not include the text in the Value column. Explain the operators for number and date fields. When you select... The search will find items with... Equal (=) Dates that match the Value column. Not equal (<>) No entry in the selected date field. Greater than (>) A date that is after the date entered in the Value column. Greater than or equal to (>=) A date that is the same or later than the date in the Value column. Less than (<) A date that is before the date entered in the Value column. Less than or equal to (<=) A date that is the same or earlier than the date in the Value column.
   Value	Enter or select the value the system should compare against for the search.
   )	Click to insert an ending parenthesis. Criteria grouped in parentheses are evaluated before other criteria are considered. You can have up to three pairs of parentheses in one group.

3. To add another criterion line, select an option in the And/Or column and then click the next line in the search grid.
   • If you select And, the search results must meet more than one criterion.
   • If you select Or, the search results must meet at least one, but not necessarily all, criteria.

Note: You can have up to 15 lines of criteria in a search.

4. Repeat the previous step as needed until you have added all the search criteria.

   Note: To delete a line in the grid, click the next to the line to select it, then press the Delete button on your keyboard.

5. If needed, save the search criteria.
   1. Click Save.
   2. Enter a name and description for the search.
   3. Click OK.

   4. Click Close.

6. Click Search.
7. Review the results on the Search Results tab in Document Central. If there are many results, you can use the controls at the bottom of the Search Results tab to page through the results.