Searching for a document within the DMS is simple and fast.
Searches can by alpha numeric search, part or full word. The search processes in order of file name then by other available metadata fields if no result is returned from the file name search criteria. Searchable data fields include keywords, file name, document content, description, author etc.
Use the search filters such as date of upload, only documents owned by you, marked as deleted.
Searches can be filtered using Tags. For example, tagging all your invoices as "invoice" makes it easy to review all documents of this type with a simple search.
Searches can use combinations of both methods to filter your search to quickly find your documents.
DMS Now supports phrase searching.
When you surround your search terms with quotation marks, you are telling the database search engine that the words must appear as an exact phrase. You can combine any combination of phrase and keyword searching. Click enter to begin searching.
Searching within Folders - using the search bar
- Click DMS in the Main Menu to open the DMS View.
- Click on the top level folder to open the folder. The current folder is highlighted (blue in this example). Note visible folders depend on the users log in credentials and activities assigned.
- In the Work Area Header type your search field type your search criteria.
In addition to a standard alphanumeric search there are an number of additional filters that can be applied. See Search Tools for an explanation of each filter.
Search Filter Tools
The DMS offers a comprehensive array of filters and tools to assist you to find documents.
- {Search} - enter your search criteria for available documents in the current folder.
- {Filter by Uploaded Date} - opens a menu with shortcut entry for set periods or enter a custom range using the calendar.
- [Display my Documents] - filters all documents owned by yourself (you).
- [Filter By] - select a single or selection of filters File Name; File Content or Keyword. Applies the entered search term to the selected options only. Multiple selections are possible.
- [Search] - click to search the DMS based on the various search criteria entered.
- [Clear Search] - cancel or clear the search criteria entered.
- [Show Marked as Deleted] - filter that will only show results for documents marked as deleted.
- [Sort] - sort results by File Name or Uploaded Date - pick from list.
- Click and select the tick box of a Tag or Tags to filter your search criteria.
- Use the search bar in combination with Tags or with the additional filter tools as necessary. Search Filter Tools
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