Type one or more words (the words or phrases that best describe the information you want to find) in the Keywords field and click Search. You can look for specific words or phrases in a document or in string properties that have been configured for full-text indexing.
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. 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. |
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, the default range is 1024. |
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.
You can select one or more properties to use as conditions for your search. The properties and associated choice lists available to you are those associated with the document or folder class you select. Properties that are hidden or not searchable are not included. If you choose to include subclasses, the properties and choice lists of all subclasses are available as well. If you specify conditions and then subsequently select a different document or folder class, properties or values that are not valid for the new class are automatically discarded from your list of conditions.
When adding conditions to your search, you must choose whether the objects found must match all or any of the conditions.
Use the following basic tips to help you when adding conditions to your search.
Adding and removing conditionsYou can use wildcard characters for string-based property values when using the starts with, ends with, and contains options.
The columns displayed in the search results are a combination of the properties used in your search conditions and the properties specified in the site preferences for the selected object store. You can display additional properties in the search results by adding a property as a search condition and leaving the value blank.
Setting the sort orderIn Workplace XT and before searching, you can select a property by which to sort the search results. You can sort in ascending or descending order. Selecting a different property to sort by automatically clears the sorting by the previously selected property.
To search for more than one value for the same property, you must list the property as a condition multiple times, once for each value you want to search for. For example, you might have a multi-value property named Breeds. To search for Collie or Poodle, select criteria similar to this:
Find items where any of the following conditions are met: Breeds = Collie Breeds = Poodle
Filtered choice listsSome property choice lists allow you to filter the choices based on your input. The choice list displays all choices that start with the text you type. In addition, you can use an asterisk (*) as a wildcard character. For example, typing *Cla could find classes called Auto Claims and Claim Processing. (There is always an implied asterisk at the end of the text you type.)
In Workplace XT, you can choose to include summary information for each document and view it in the search results.
Select additional search optionsYou can further limit or expand your search by selecting one or more search options. The search options are based on properties that are commonly used when searching for documents or folders.
Options are shortcuts to commonly selected criteria, such as ownership ("Created by me") or modification date ("Added in the last month"), or document types, such as PDF documents. Selecting one or more options limits the search results.
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.
Save search settingsIf you often search for certain properties or values, you can save them as your search defaults or as a named search in My searches.