Advanced Search: Expanded Form

Quick Search may get you the results you want on many occasions. But sometimes you’ll need more searching power. That’s when Advanced Search or The Menu Bar: Search comes in handy.

 

 

Clicking on the Advanced… label from within Quick Search brings up your default search form (set in your user profile). Initially, this is set to Search: Expanded Form.

Expanded Form is the system default search screen and also the default home page so you may see it every time SmartCabinet® launches. The screen has three main sections: A Full Text search section, a Metadata Search section, and a Results Options section.

• Full Text Search. Because each document is OCR’d at check in, you can search for any text within.
• Metadata Search. This type of search allows you to find documents according to the metadata that has been attached to them.
• Results Options. Tells SmartCabinet® how you want the results displayed.

 

Example Search

Let’s say you'd like to find all floor plans, but you realize you've never created a subtype called floor plan; however, people have been putting the word “floor plan” in the title. You could search by the substring of the title of a document for one or all of your folders.

 And here’s your result:

 

Example Search #2

Let’s say you'd like to audit all of your floor plans for a specific project. You could search on the type of Construction and Development and the subtype of Plans and Specs and type the word Plan in the title. That way it would pull up anything with "Plan" in the substring like Floor Plan, Drawing Plan, etc.

 

 

And here’s your result:

 

Full Text Search

This allows you to search the text of any document that has searchable text in SmartCabinet®.

 

• The Information icon. Clicking on the Information icon reveals several helpful reminders about how to get the most out of full text searching.

Those tips are:

• Use spaces between terms to allow a result only if all terms are in the content.
• Use quotation marks (") around two or more words for a phrase search.
• Use a comma (,) between terms to allow a result if either term is in the content.
• Use a minus (-) immediately in front of a term to exclude content items.
• Use parentheses to group search terms.

 

Metadata Search

In a metadata search, you search for documents based on many of the parameters that were used to check them in. To make searching more precise you can choose additional operators from the left side of the screen:

 

 

• Matches. Finds documents with the exact specified value in the metadata field. When payroll change form is typed in the Title field, the search returns documents with the exact title of Payroll Change Form.
• Starts. Finds documents with the specified value at the beginning of the metadata field. This has the same effect as placing an asterisk (*) wildcard after the search term. When form is typed in the Title field, the search returns all documents with titles that begin with the word form, including forms, forming, and so forth.
• Ends.  Finds documents with the specified value at the end of the metadata field. This has the same effect as placing an asterisk (*) wildcard before the search term. When form is typed in the Title field, the search returns all documents with titles that end with the word form, such as form, perform, chloroform, and so forth.
• Substring. Finds documents with the specified string of characters anywhere in the metadata field. This has the same effect as placing an asterisk (*) wildcard before and after the search term. This is the most commonly used operator and is the default operator. When form is typed in the Title field, the search returns documents with words such as forms, performance, and reform in their title

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Note: Wildcards can be used with the Substring operator. For example, typing form?? in the Title field and selecting Substring finds documents with the words formed, former, and formal in their title. When form is typed in the Title field, the search returns documents with the word form in their title, but does not return documents with the words performance or reform.

• Not Matches. Finds documents that doe not have the exact specified value in the metadata field. When payroll change form is typed in the Title field, the search returns all documents that do not have Payroll Change Form in the title.

On the right side of the screen are additional pull-down menus that can help you with your search by automatically populating their associated metadata fields.

 

Results Options

To help you organize your search results, you have the following options:

 

• Results Per Page. This is the number of results that will be shown on a single screen at one time.
• Sort By. Results can be sorted by any metadata field in Ascending or Descending order.
• Search. Initiates the search.
• Reset. Resets search parameters.