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The first step in finding your documents is to run a Search. To do this you , select a Search, enter search criteria (like keywords in a search engine), and then run the Search. (This may be based on choices you make or have been done automatically for you.) The results of the Search are shown in the Search Results Pane. In the Pane, you can choose how your results display, take actions on selected documents, view document history, and open the documents in the Document Viewer.
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You can select a Search from GlobalSearch Archives, from the Document Viewer, /wiki/spaces/GSW45/pages/1028489320 (if you have File XChange installed). Searches can even be run from your favorite line-of-business applications. Your administrator can add your favorite Searches to the list in your Queues Pane.
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Some Searches have the search criteria preconfigured for you. A Default Search or other types of Static Searches are very simple to use, as they will run as soon as you select them. A Default Search, which is a type of Static Search, is even easier to use; just click on the Archive. For other types of Searches, a search interface appears, where you can enter your search conditions and reach the exact results you need. These are covered in the Enter Search Criteria, Understanding Search Conditions, and Understanding Content-Based Searches pages. In general, the more search criteria you include, the more focused your search results will be.
View Search Results
There are many ways to view the results of a Search; refer to the View Search Results page for details. You can even run the Search again from the Documents Menu Bar, if you need to refine your results.
For example, if you needed to see all of the documents in an Archive, your GlobalSearch administrator could set a Browse Search. When you run that Search without adding filtering keywords, all of the available documents will be returned in the results. If you constantly need to search your "Invoices" Archive by invoice number, for example, you can use a Default Search, which runs when you simply click on the Invoices Archive. On the other hand, if you need to run a highly specialized Search, there are many techniques you can employ. You can look for variables by using wild cards and S9 Notation. For searching using standardized keywords, you can quickly select your search terms from drop-down lists using a Pick List Field.
Types of Searches
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Searches can basically be devided into two basic types: Static and Variable. Static Searches have their search criteria set for you, while Variable Searches let you set your own criteria.
- Static Searches – Use a Static Search for often-repeated Searches; they need no user input, except to run the Search automatically. The A Default Search is a form of a Static Search. For example, a search that looks for "Acme Inc" without having to type in the vendor's name each time you run the Search.Default Search – A Default Search is..., where the Search is assigned to run as soon as you click on the Archive.
- Variable Searches – Use a variable Variable Search when the results should be based on user input. Some You provide some or all search values are provided by the user in response to a prompt presented by the Search, allowing for infinite flexibility. As you create a new Search, that search will, by default, begin as a variable Search. Browse Search – The Browse Search is a great example of a variable Search. The user sees prompts for
- . There are several kinds of Variable Searches. The Browse Search prompts you for each Index Field that existed in the Archive when the Archive and Browse were created and can then enter a Search
- , where you can enter value for one or more Index Fields.
- Standard Search – ...can enter one or more keywords, or none at all, can use wild cards, date/time or numerical ranges or greater than/less than/equal to, enter variables using S9 Notation (today's date, etc.), use search operators (Boolean logic AND or OR)... Search with Pick List Field – Pick Lists are good to use when you need to search using standardized keywords and/or when keywords are long or easily misspelled... Select from a drop-down list or search terms.Search with Dynamic Pick List Fields –
- of the Fields. This Search gives you a lot of options and is a good choice if you need to browse through more results to find the documents you need. A standard Search could prompt you for one or several Index Fields. They can be set up by your administrator and run by you to get very specific results, with a narrower number of documents. There are many search conditions you can use to tailor your results.
Searches may contain preconfigured lists of values in the prompt, to save you typing. These could be in the form of a Pick List, which are good for searching using standardized words or phrases (like a company name). They could contain a Dynamic Pick List. When you select a keyword from the primary list, the secondary list is contextual. (For example, first select East Coast Vendors and then select a vendor from the list that only contains vendors on the East Coast instead of the whole country. Search with type-ahead Pick List Fields – Begin - ) They could contain a Type-Ahead Pick List, where you can begin entering your keyword and GS
- GlobalSearch will fill in the rest of the word or phrase .
- A Search could have both static and variable criteria, so maybe best to divide this by basic and advanced...
A type-ahead pick list field is particularly useful for data values which are frequently misspelled, long, complex, or otherwise time-consuming to type
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To run Searches on File XChange drives, please refer to the ________ page.
Don't forget the new "Refresh Search" that snuck in...
Related Searches in the Doc Viewer
A Related Search allows you to find documents “related” to the current document. For example, if you have one APPO open for a particular vendor, a Related Search will let you find other APPOs for that vendor. When you click the Related Searches icon you are shown a list of Searches that reside in the same Archive as the open document. Choose one of those Searches and values from the current document’s Index Fields are passed to the Search’s prompt(s). Note that Related Searches do work on Multi-Value Fields, however, it only pulls in the first value of the current document to use as the search value.
Search using Browse Searches
What is it: A Search that has its indexing data pre-set for you.
Why Use it: It is the fastest way to run a Search. The fastest access to all documents in an Archive would be to have the Browse Search as your Default Search (creating the equivalent of opening a file folder in Windows).
Example:
How: Just click on the Archive and it will run automatically.
Search using Browse Searches
What is it: A Search which contains every Index Field assigned to the Archive when it was created.
Why Use it: It gives you the most choices in a Search. This Search is most likely to return of all the documents in the Archive. As the name implies, use it to see all of the documents in your results and then browse to the ones that you need. Use it to filter searches based on any of the available Index Fields.
Example: Search the "Packing Slips" Archive to see all packing slips or enter "@today" to see only today's packing slips.
How: Enter no keywords to return all documents or enter keywords in one or more fields to filter results to a more focused list.
Search using Drop Down Pick Lists
What is it: Drop-down pick lists are usually used when there is a finite number of values to be used for a key field.
Why Use it:
Example: An example would be document type or department name.
Search using Type Ahead Pick Lists
Type Ahead is recommended when many values for a particular Field are needed.
Why:
Example: An example might be customer name or country or origin. For example, if you were to type an “A,” Application would appear in the box. If you typed an “N” the first value on the list would appear and in this case, the value would be “NDA.” If you continue to type and added an “E” to make it “NE,” NECL would appear. (This is behavior similar to a web search engine).
Search using Dynamic Pick Lists
What: A Dynamic Pick List is a conditional pick list, which allow you to filter drop-down fields in a pick list based on information selected in a related field. There are two levels of dependency that can be specified for a Dynamic Pick List. The primary level is required and contains a list of only regular Field List values. The secondary is optional and may have conditional Fields besides regular Field List values.
Why:
Example: For example, if you shop for a car on a website it does not show you all models, it shows only models based on the make of car you select. You can create the related List as you create the Dynamic Pick List, or create it first and then create the Dynamic Pick List. Generally, it is generally better to create it first.
Search using Table Field Data
What: Table Fields contain indexing data in a multi-column, multi-row, spreadsheet-style table.
Why:
Example: Line item entries for accounts payable invoice processing. Search for line items is a purchase order or invoice, or for GL codes.
How (tip): You can search for data in a Data Table as you would any other Field. Just be aware that if you have used a Character data type for a Field for numeric data, you won’t want to use the Greater Than or Less Than Conditions when building Searches on this Field. (Alphabetically, 11 is less than 2, 1000 is less than 50.)
Search using Content Seaching
What: If your GlobalSearch administrator has enabled Content Searching for an Archive, you will be able to search document content in text-based documents.
Why: Deeper search than just the specified Index Fields, if the document is in a searchable format. (Often the documents are converted to PDF in an Arch9ve with Content Searching.)
Example:
How:
Search using Multi-Value Seaches
While used in the GlobalSearch desktop client, Multi-Value Searching is not supported in browser-based GlobalSearch or File XChange. Instead it will run a regular Search, where you enter one value.
What: If a Search has been configured as a Multi-Value Search, you can search for more than one value using the same search field.
Why: D
Example: This is a useful tool for searching your HR documents for two different employees at the same time, for example, or looking for a purchase order tied to multiple invoices. To run a Multi-Value Search using data from a spreadsheet, you can easily copy information from an Excel spreadsheet or CSV report. This avoids re-entering data, which greatly improves efficiency.
Example: Search Multiple Fields. Use a Search called “Insurance Policy” with multiple fields for a social security number (SSN) where one SSN is entered into each Field. A user performing a search does not know which Field might contain the SSN and does not want to run the Search multiple times or key the SSN into multiple Search prompts. When this Search is executed, the user will be prompted to enter only a single social security number, but the Search will look in all the Indexed Fields defined in the Search with that prompt value for the data.
Example: Search Invoices. In an invoice approval process, an Accounts Payable clerk needed to flag any invoices that are above a dollar threshold for a given cost center.
A Search called “Invoice Approval” should return any Sales invoice > $5,000 or any IT invoice > $2,500. This Search would be impossible with the standard query logic. By default, the Search will be an AND based search (1 and 2 and 3 and 4 and 5). To enable OR-based searching, change the settings in the Advanced Grouping text box using a combination of parenthesis as well as OR statements to ((1 and 2) or (3 and 4)) and 5.
Search using Multi-Field Searches
What is it:
Why Use it:
Example:
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- for you, if you wish (similar to the suggestions provided by a search engine).
- Static and Variable Searches – Finally, a Search could contain both static and variable criteria. (An example would be a Search where you enter in the customer name (a variable) but only want to see documents that in the PDF file format (a static value).
View Search Results
There are many ways to view, reorder, and use the results of a Search; please refer to the View Search Results page for details. You can even run the Search again from the Documents Menu Bar, if you need to refine your results.
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