Search Profile
A search profile is a saved detailed search that can be accessed in the desktop under the Search Profiles subfolder. Additionally, you can define display levels for the desktop and assign access rights. The search results are displayed in the document list. You can set up as many search profiles as you like.
A search profile consists of three components:
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Display Levels: Display levels group documents according to predefined criteria (e.g., file name, caseworker, client). Multiple display levels can be defined.
The context menu option "Display Levels (Info)" on the desktop shows the fields by which the marked search profile is grouped. The marked display level is indicated with an arrow.
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Search Conditions:
Search conditions filter specific documents from all documents based on predefined search criteria.
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Access Rights:
Access rights for search profiles determine which users and groups can use, modify, or assign access rights to a search profile.
With search conditions, you filter specific documents from all office documents, which you can then display structured in the display levels. The access rights determine who can use or modify the search profile or assign access rights to it.
Understanding Search Profiles
The search profiles in STP Documents are divided into the following three categories:
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Personal Search Profiles:
Create these if you want to use search profiles for yourself only.
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Public Search Profiles:
Create these if you want to make search profiles available to a specific selection of users or groups. These search profiles can only be used by the selected users and groups.
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Office Search Profiles:
Create these if you want to make search profiles available to the entire office. These search profiles can be used by all users.
All search profiles are structured the same way. They only differ in their availability to different users and user groups.
Example (not for Winmacs users)
In the personal search profile "Created by Abke," Mr. Abke uses the search condition Created by = Hans Abke to find all documents he has created.
Out of the 100,000 documents in STP Documents, Mr. Abke has created 103.
These 103 documents are grouped into three display levels by file type, file status, and file name.
On the desktop, the display levels are shown under the search profile Created by Abke.
To find all documents related to the Schneider case that were created by Hans Abke, Mr. Abke double-clicks
1. the search profiles on the desktop
2. the search profile Created by Abke
3. the folder Attorney File
4. the folder Active with the list of all active attorney files where Mr. Abke has created documents.
5. the folder Schneider Case and the document list with all documents created by Mr. Abke for the Schneider case.
6. the desired document in the document list.
Using a Search Profile
To use a search profile, you must first have created one. Follow these steps to use a search profile:
Navigate through the search profiles in the "Desktop" window until you find the desired search profile.
Double-click the search profile you want to use to search for documents, click the + in front of the icon, or select a search profile and press the [Enter] key.
Is one of the subfolders of the search profile displayed as <Empty>?
Then the documents in the search profile do not have document data set according to the search criterion of the first level.
Tag the document according to the search criterion of the first level
Open the further subfolders of the search profile until you get the desired search result.
As an alternative to double-clicking, you can also click the + in front of the respective folder on the desktop, or you can type the initial letters of the corresponding subfolder using the keyboard and then press the [Enter] key.
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