Understanding the Advanced Search
The advanced search allows you to define search conditions, save the search, and retrieve it as needed.
Unlike search profiles, display levels and access rights cannot be defined for advanced searches.
Roles and Access Rights
Every user can create, edit, execute, and delete advanced searches.
Start Advanced Search
Select "Documents" > "Advanced Search ..." from the main menu.
Advanced Search Interface
Section "Available Advanced Searches"
Button (Add New Advanced Search)
creates a new advanced search and opens a window to enter and set up the name of the new advanced search.
Button (Edit Advanced Search)
opens a window to enter and edit the name of the selected advanced search.
Filter
Input field: Here you can filter the saved advanced searches by their name.
Button (Delete Advanced Search)
deletes the selected advanced search after a security prompt.
Below these controls is a list of all retrievable advanced searches.
Buttons at the Bottom of the Window
Button Apply Data
saves all entries without closing the window. You can continue to edit the advanced search and retrieve the saved state if needed.
Button Save
saves all entries and closes the window.
Button Cancel
closes the window. If there is unsaved data, a security prompt will appear.
Tab "Conditions"
Here you can set search conditions and the sort order for the search results in the document list and execute the advanced search using the Search .. button. The search results will be displayed in the [document list].
Section "Search By"
Here you can filter by file or order types and unassigned documents. Check the box in front of the label to set a filter.
Section "Sort By"
Here you can set the sorting for the documents in the search results. The button opens the "Sorting" window.
Section "Filter Conditions" (Unlabeled in the Window)
Below the two aforementioned sections, you can set criteria that the documents in the search results must meet.
Add the form for the first condition with the
Button (Add Condition).
Button (Remove Condition)
Use this button to delete a filter condition.
Button (Set Bracket)
Click this button to open a bracket.
Click again on the
Button (Remove Bracket) to remove the bracket.
Use the two selection fields (drop-down menus) and the input field to set the search conditions.
Button (Set Bracket)
Click the button to close a bracket.
Click again on the
Button (Remove Bracket) to remove the bracket.
Button (Add Condition)
Use this button to create a new filter condition.
Button And or Button Or
You can connect more than one filter condition with And or Or. Click the And or Or buttons to switch between AND and OR connections.
Button Search ..
executes the advanced search and displays the search results in the document list.
Matching Brackets
Position the mouse pointer over a bracket. Do not click the mouse buttons.
Matching brackets are displayed in green.
Identify Incorrectly Placed Brackets
A warning message will appear on the "Conditions" tab if brackets are placed incorrectly.
To identify incorrectly placed brackets, follow these steps:
-
Position the mouse pointer over each bracket in turn. Do not click the mouse buttons. Matching brackets are displayed in green.
Incorrectly placed brackets are displayed in red.
The check can only determine if a bracket has a matching bracket. It cannot determine if the brackets enclose the conditions you intended.
When clicking the Save or Apply Data button, you will receive a notice about incorrect filter conditions.
Create, Save, Execute the Advanced Search
In the main menu, select "Documents" > "Advanced Search…"
Click the button (Add New Advanced Search) to create a new advanced search.
Enter a name for the advanced search and click the Save button.
In the "Search" section, uncheck the file or folder types you want to exclude from the search.
Click the button (Edit Advanced Search) in the "Sort By" section to change the sort order of the search results in the document list.
Click the button (Add) to select file, folder, or document data for sorting.
If needed, change the value to Descending.
Repeat the last two steps until you have defined the desired sort order.
Click the OK button.
Click the button (Add) on the "Conditions" tab.
Define one or more search conditions and link them with the And and Or buttons. Use parentheses if needed.
Click the Apply Data button (This allows you to test the advanced search, make changes if needed, test again, and save).
Click the Search button.
In the "Advanced Search" window, click the Save button.
Execute a Saved Advanced Search
In the main menu, select "Documents" > "Advanced Search…"
In the "Available Advanced Searches" section, select the desired advanced search.
Click the Search button.
Close the "Advanced Search" window.
Delete the Advanced Search
In the main menu, select "Documents" > "Advanced Search…"
In the "Available Advanced Searches" section, select the desired advanced search.
In the "Available Advanced Searches" section, click the button (Delete Advanced Search).
Close the "Advanced Search" window.
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