Search by properties (simple search)

When you are looking for a document or folder based on its name, you can use simple search in Workplace XT or you can enter a document name for your search criteria in an integrated Office 2007 application. Either search looks for a match in the Document Title and Folder Name properties.

TIP Use Advanced search in Workplace XT to create a more complex search or to search on document or folder properties that aren't provided as options in simple search. See Search by properties (advanced search) for more information.

Select where to search

Select the location you want to search. Search initially displays the default object store set by your administrator.

Specify search information

Type the text to search for. Simple search looks for the text at the beginning of the document title or folder name. You can search for documents, folders, or both by selecting the appropriate options. You must select at least one option. In an integrated Office 2007 application, the information you enter for each property is included in the search criteria.

NOTE  In Workplace XT, if you are using a screen reader and close a search error message, the reader's focus on the selected item or field you were initially reading prior to the error message is lost.

If you are not sure of the spelling or other variation used in the document you are searching for, you can use wildcard characters in your search text. The following tips provide more information.

Select additional search options

You 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.

When your search criteria in an integrated Office 2007 application include user names, you can search and access a list of these names. The names display in lists of 100. For example, if you are searching for documents added by all users whose name begins with the letter G, a list of only 100 names beginning with G are displayed. If there are more than 100 names, you can refine your search criteria to narrow your results.

By default, the search function returns the most current version of a matching document, which could be a minor version. If you select Released, the search returns only the most current major version. If you select All, search returns all versions of a document.

NOTE  For integrated Office 2007 applications, if you are searching folders and select Current Version, released versions of the documents are returned. When you are searching an object store, in process versions of the documents are returned.

Add search conditions (Application Integration BCS)

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.

Save search settings (Application Integration BCS)

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.

What can you do with the search results?

You can sort the results by clicking a column heading. Click the heading again to reverse the sort order. You cannot sort on a column that can contain multiple values.

You can select a document 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.