You can look for specific words or phrases in a document or in string properties that have been configured for full-text indexing. Matching documents ranked by their relevancy to the keywords you type are displayed. The relevancy is reflected in the Score column, which assigns a rank between 0 and 1. A higher score indicates a result with a closer match.
Select the location you want to search. Search initially displays the default object store set by your administrator.
Type one or more words (the words or phrases that best describe the information you want to find) in the Keywords field ( Workplace XT) or in the Document contains field (Integration for Microsoft Office) and click Search.
Here are some tips to help you maximize the effectiveness of your search.
Matching an exact word or phrase |
To match an exact phrase, enclose the phrase in double quotes. In an integrated Office 2007 application, click Options and select Exact phrase. Matching an exact phrase is especially useful for proper names or common phrases. For example, searching for John Adams would return documents containing U. S. presidents John Adams and John Quincy Adams. Searching for "John Adams" would return only those documents containing John Adams. Search terms and words that are similar to those terms are also located. For example, searching for the word month would return documents containing the words month or months. To exclude variations of a single word, you can enclose the word in double quotes; to exclude word variations of all of your search terms, you can select the search option Match exact words. |
Matching case |
When you exclude word variations by specifying the search option Match exact words, you can also choose to match case by selecting the Match case ( Workplace XT) or Case sensitive (Integration for Microsoft Office) search option. Note that enclosing a keyword with upper case letters in double quotes does not force the search results to match case. |
Searching for common words |
It is common to configure a search to ignore common words such as the, in, or and. To search for common words as part of a phrase, enclose them in double quotes. |
Using wildcard characters |
If you are not sure of the spelling or other variation used in the document you are searching for, you can use a wildcard character in your search term.
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Searching for any or all keywords |
You can search for matches to any or all of the words or phrases you type. For example, if you search for FileNet P8 and choose Any, search returns documents containing FileNet or P8. If you choose All, search returns only those documents containing both words. |
Searching for keywords based on nearness |
You can search for keywords based on how close they are to each other. (When you choose this option, search automatically looks for all keywords.) You can specify how close the keywords must be in order to result in a match. If you do not specify a range (or if you type 0), the search is similar to a search for all keywords; only the ranking of the search results is different. For example, to search for documents related to FileNet P8 Platform, you could type FileNet P8 Platform, and search for all words. This might return documents discussing the other FileNet products or documents discussing other platforms. By selecting Near instead of All, you can ensure that search returns documents containing platform only when found near to FileNet and P8. |
You can further limit or expand your search by selecting which document versions to search. By default, search returns the most current version of a matching document, which could be a minor version. If you select Released, search returns only the most current major version. If you select All, search returns all versions of a document.
NOTE Keyword search in Workplace XT does not support VQL queries (queries using the Autonomy K2 query language). To perform a VQL query, you must use a search template or stored search.
You can select one or more properties to use as conditions for your search. When adding conditions to your search, you must choose whether the objects found must match all or any of the conditions.
If you often search for certain properties or values, you can save them as your search defaults or as a named search in Saved Searches.
The search results are automatically sorted using a relevance-based scoring system. The most relevant items appear at the top of the search results. If the search results contain 200 items or less, you can re-sort the results by clicking a column heading. Click the heading again to reverse the sort order.
You can select one or more documents to view or to perform various actions in Workplace XT or actions in an integrated Office 2007 application. You can view the available actions on the toolbar, Ribbon bar or in the pop-up menu.
From an integrated Office 2007 application, click Select columns and select the columns you want to add to or remove from the search results. For Workplace XT, if you selected the specific condition to show a summary, you can view a summary description about each search result.