Summary 

The Search tool can be used to search through the document (and transcript) content (i.e. the OCR text data in a document) and the metadata assigned to the document. 

Documents must have accurate OCR data applied, therefore making them text searchable, in order for the Search to accurately function with the document content (as the Search tool looks through the OCR data). 

Users can run a basic search in the default search bar to look through the document content or run an advanced search using the Builder tool, allowing certain Boolean operators and parameters applied to refine the results. 

Boolean operators are logical connectors between search terms, (i.e. AND, OR, FUZZY, NEAR, GROUP and WILDCARDS) and are used to combine or narrow the terms used for more precise search results.

We've set out below how to run basic and advanced searches within the Search tool, alongside how to review the results.

Running Basic Searches (Document Content Only)

Search through the document content only using a single term.

  1. Input Search Term - From the Search page, populate the search bar with the relevant search terms. 
    1. Filter -  Press Filter to specify the content that the tool should search through if required:
      1. Documents - Specify the relevant Folder(s) of documents
      2. Transcripts - Specify the relevant transcripts
      3. Tags - Specify the relevant Document Tags. 
    2. Run Search - Press Search or Enter on the Keyboard to run the search. The page should change to show the number of matches and results when complete.
      1. Search Logic - By default, the Search tool will look for exact matches of the full search term. 
        1. I.e. Searching for red dog, would return 'the big red dog' but not, 'the dog was big and red'.
The Search can only be run once the search index has loaded in the background which is confirmed once the Search button changes from grey to purple. For larger workspaces, this may take a few moments.

Running Advanced Searches (Document Content + Metadata)

Search through the document content and metadata using a single or multiple terms.

  1. Open Builder Tool - From the Search page, press Builder to open the Builder tool. 
  2. Populate Builder - Select the relevant field, condition, term and operators to build the Search query:
    1. Field (First Dropdown) - Within the first dropdown, select the relevant field of data for the tool to search through:  
      1. Text - Text of the document. 
      2. Tags - Tags applied to the documents. 
      3. Metadata Fields (Any other options) -  Metadata applied to the documents. 
    2. Condition (Second Dropdown) - Within the second dropdown, select the condition for how the term should be used when searching through the field. The conditions available will depend on the metadata field type: 
      1. Long Text - Contains / Does not contain / is not empty / is empty. I.e. Text or Name.  
      2. Short Text - Equals / Does not equal / In range / Starts with / Is not empty / Is empty. I.e. Bundle, Tab, Document ID or Magnum ID. 
      3. Fixed Items - Any of / All of / None of / Any / None. I.e. Tags. 
      4. Date - In range / Before / After / Is not empty / Is empty / Equals / Does not equal. I.e. Date. 
    3. Term (Input Boxes) - Within the input boxes, populate the term used for the search. The format of the term will depend on the field type and condition selected: 
      1. Long Text - Free text. Can use Wildcard. 
      2. Short Text / Date - Exact match only. Can be typed or selected from the values menu (press square Values icon at end of input box). 
      3. Fixed Items (Tags) - Exact match only. Select from Tags icon.
    4. Operators - Select the various Boolean Operator icons as required to refine the results:     
      1. Add Search Query (+ Icon) - To the left of the existing query row, press the + icon to add an extra search query.
      2. GROUP - Drag and drop the GROUP icon between rows to group the queries, applying a hierarchy logic.
      3. AND / OR - Drag and drop the AND / OR icon between rows to combine the queries: 
        1.  AND - Yields results where both terms exist anywhere in the text.
          1. I.e. Searching for red AND dog, would return 'the dog was big and red' but not 'the dog was big and blue'.
        2. OR - Yields results where at least one term exists in the text.
          1. I.e. Searching for red OR dog, would return both 'the big red cat' and 'the dog was big and blue'. 
      4. NEAR / FUZZY - Drag and drop the NEAR / FUZZY icon on a row to refine the query:
        1. NEAR - Yields results for two terms which appear within 2-30 words of each other.
          1. I.e. Searching for red with 5 words of dog, would return 'the dog was big and red' but not 'the dog was one of many pets, it was big and red'.
        2. Fuzzy - Yields results for terms which are 1-2 characters inaccurate.
          1. I.e. Searching for rod dog, would return 'the big red dog'.
  3. Filter -  Press Filter to specify the content that the tool should search through if required:
    1. Documents - Specify the relevant Folder(s) of documents
    2. Transcripts - Specify the relevant transcripts
    3. Tags - Specify the relevant Document Tags.
  4. Run Search - Press Search or Enter on the Keyboard to run the search. The page should change to show the number of matches and results when complete.

Reviewing Search Results

Users can customise the view when reviewing results from the below options:

  1. View - Use the View tool dropdown to select the metadata columns displayed on the results. 
  2. Order Results By - Change the ordering of the results from Relevance (default), Date, Document Name or Reference. 
  3. Save Query - Save the search query being run, allowing the query to be selected from Saved Queries dropdown to quickly re-run it at a later date.  
  4. Search Log - From the Tools menu, select Search Log to view the previously run searches, re-run the searches by pressing the curly arrow or press Export to download the log. 
  5. Context Lines - From the Tools menu, select the number from the Context lines dropdown to change the number of context lines returned with each search result.
  6. Results Per Page - From the Tools menu, select the number from the Results per page dropdown to change the number of results displayed on the page.