You can look for a document or folder based on its contents or properties, or both. In Workplace XT, you can perform this search from the Advanced search page or from any search in the My searches section. In addition, you can also export your search results to a specific Microsoft Excel comma separated value (CSV) file and save it locally.
In an integrated Office 2007 application, to look for a document based on its contents or properties, or both, the current object store in which you are searching must be indexed.
TIP Use Simple search in Workplace XT to quickly search for a document or folder based on its name. See Search by properties (simple search) for more information.
Select the object store you want to search. Optionally, you can further refine the search by selecting a specific subfolder. You can limit the search to the selected folder, or expand the search to include all subfolders of the selected folder.
In Workplace XT, if you switch object stores and you are using a screen reader, the list of folders and documents in that object store is not read immediately. Depending on the browser you are using, you might need to wait for the list of documents and folders to finish loading before the screen reader can proceed.
You can search for either documents or folders by selecting the appropriate option in Workplace XT. Additionally, you can select a specific document or folder class. When you specify a class, only items assigned to the specific class are displayed in the search results. Classes, like folders, are organized hierarchically; you can choose widen the scope of your search to include a class' subclasses in your search results. For example, you might have a class called Claims, with subclasses of Medical and Auto. You can choose to search only for documents whose class is Claims, or for Claims and all of its subclasses.
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 (Application Integration BCS) 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. In an integrated Office 2007 application, click Options and select Match 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 (Application Integration BCS) 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. 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.
Use the + and - icons to add or remove conditions. Clicking + adds a new condition immediately below the currently selected condition.
KEYBOARD TIP Some field values in Workplace XT must be selected from a list using the ... button. (This is the button used to select a value from a list as opposed to typing a value.) To clear a value selected in this way (except for the Search in or Class fields), move the focus to the ... button and press Delete.
You can use wildcard characters for string-based property values when using the starts with, ends with, and contains options.
NOTE If you use a percent sign at the beginning of your search text or use the contains or ends with option, search looks through the entire search index for the object store. If the index is large, the search could take a long time to return results.
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. From an integrated Office 2007 application, click Select columns and from a list, choose column names you want to add to or remove from the search results.
In 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.
In an integrated Office 2007 application, you can sort the order of the search results.
NOTE If the search includes a keyword, you cannot select a property for sorting; instead, the search results are automatically sorted using a relevance-based scoring system. The most relevant items appear at the top of the search results.
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 = CollieĀ
Breeds = Poodle
Some 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.)
TIP Type "*" to display the entire list.
In Workplace XT, you can choose to include summary information for each document and view it in the search results.
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.
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.
If you often search for certain properties or values, you can save them as your search defaults or as a named search in My searches ( Workplace XT) or in Saved Searches (Application Integration BCS).
For integrated Office 2007 applications, type a name for the search and click Save. Go to Saved Searches and highlight the name of the search you saved. Right-click and choose Set as default. The next time you open search, you can use your default search.
You can sort the results by clicking a column heading. Click the heading again to reverse the sort order. You cannot sort under the following conditions:
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.
In Workplace XT, you can view a summary description about each search result. You must select the specific condition to show a summary to see the description.