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 ways to review the results. 

Running Basic Searches (Document Content Only)

Search through the document content only.

  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. 

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)



Reviewing Search Results





If you wish to undertake a more forensic search you can create complex queries using the Builder tool:



You can use the Builder tool to add a number of different arguments to build your search query and use the ‘+’ sign to add more terms.


You can drag and drop the following options to build your query:


●      AND – shows results where both terms exist anywhere in the text of a single document or transcript e.g. dog AND cat

●      OR – shows results where one term or the other exists e.g. dog OR cat

●      Near – search for two terms or phrases which appear within 2-30 words of each other

●      Fuzzy – find keywords which may have been misspelled or which may have slightly different spellings up to one or two characters out.


As part of building your complex search query you are able to GROUP your results and use this to build the query:



As you build the query by entering more information the query box will update automatically with the additional information, so you are able to use this information elsewhere if necessary.


You can order your results by Relevance, Date, Document Name or Reference and save your queries so that you can return to them later.