The Quick Search

This section describes how the quick search in STP Documents works and how you can use the quick search.

Show Quick Search

To display the quick search, select from the main menu "View" > "Toolbars" > "Search".

Hide Quick Search

To hide the quick search, select from the main menu "View" > "Toolbars" > "Search".

Understanding Quick Search

The quick search allows you to quickly search for documents by entering simple search terms into predefined search fields.

You can minimize or display the quick search toolbar by double-clicking in the blue-highlighted area. You can also use the buttons to the right of the toolbar.

Whether the quick search is case-sensitive depends on the SQL server settings. If necessary, ask your administrator.

When using dependent fields from lists with more than one display level for searching, all possible values are shown in the dependent field. It is not possible to narrow down the selection by entering a value in the first field.

Quick searches can be assigned access rights for groups and users through the quick search management in the office settings.

Fields from files and fields from folders cannot be used simultaneously in a quick search. This will result in an error message when executing the quick search.

Examples

Here are some examples of combinations that should not be used simultaneously in a quick search:

• General file data and general folder data

  Using File.Name and Folder.FolderName simultaneously in a quick search will result in an error message.

• General folder data and topic-specific file data

  Using Folder.FolderName and Winsolvenz p4.Administrator simultaneously in a quick search will result in an error message.

• General file data and topic-specific folder data

  Using File.Name and KnowledgeBase.Note simultaneously in a quick search will result in an error message.

• Topic-specific file data from different file types.

  Using LawyerFile.Lawyer and Winsolvenz p4.Administrator simultaneously in a quick search will not result in an error message. However, the search result will always be empty.

Wildcards (searching for word parts)

In the quick search, you can also search for word parts in the document data. There are three options, where the character % must be placed before, after, or both before and after the word:

• Search for a word at the beginning of a value (e.g., SampleWord%)

• Search for a word that appears within a value (e.g., %SampleWord%)

• Search for a word at the end of a value (e.g., %SampleWord)

Example

By entering the following in the quick search bar, you will search for all documents where a value starts with Sample: Sample%

Yes/No

In the quick search, there are search criteria where you need to enter the value Yes or No. In such cases, a selection field with the options "Yes", "No", and "Empty" is offered as the search field.

Dates

Use the format DD.MM.YYYY (e.g., 12/24/2024) for search criteria where you need to enter a date as a value in the quick search bar. For date fields, a calendar is displayed instead of a selection list.

The current date is always suggested. Click on the desired date to make a selection. If the field is already filled, the selected date is highlighted in blue, and the current date is outlined in red.

STP Documents can calculate dates. Calculated dates are displayed in angle brackets (e.g., <12/25/2024>).

Enter the character . (dot) or the sequence +0 in a date field and press the [Tab] key to determine the current date.

Incomplete date entries are supplemented with the current month and year. The selection field is filled when leaving the field.

Examples of date field entries

Calculating Dates

To determine a future date, follow these steps:

• Click on the buttons of the date selection field.

• Check the box.

• Click on "before." The label changes to "in."

• Enter the number of days (e.g., 7 to determine the date in 7 days).

To determine a past date, follow these steps:

• Click on the buttons of the date selection field.

• Check the box.

• If necessary, click on "in." The label changes to "before."

• Enter the number of days (e.g., 7 to determine the date 7 days ago).

Current Date

Enter the character . (dot) or +0 in the selection field and press the [Tab] key.

Examples of calculated dates

Enter the sequence +7 in a date field and press the [Tab] key to determine the date in 7 days.

Enter the sequence -7 in a date field and press the [Tab] key to determine the date 7 days ago.

Enter a period (.) or the sequence +0 (zero) in a date field and press the [Tab] key to get the current date.

Full Text

Searching by full text is not a simple search for the entered string in the document.

The database application creates an index with keywords from the full text. The search compares the entered string with the existing keywords in the index. If the entered string matches a keyword from the index, the document will be displayed in the document list. This type of search is significantly faster.

Examples

There are 10 documents containing the word "Test" and 20 documents containing the word "Test report," but not the string "Test" as a whole word.

• If you enter the string Test in the Full Text search field, only the 10 documents containing the string Test as a whole word will be found, even though the string Test appears in at least 30 documents.

• If you enter the string Test report in the Full Text search field, only the 20 documents containing the string "Test report" as a whole word will be found.

• If you enter the string Test* in the Full Text search field, only the 20 documents containing the string "Test report" as a whole word will be found. Documents containing the string Test as a whole word will not be displayed.

The asterisk (*) represents any sequence of characters. Words like Test report, Test plan, etc., would be found, but not the string "Test" as a whole word.

Perform a Quick Search

• At least one quick search must be saved in the [Quick Search Management]. To perform a quick search in STP Documents, follow these steps:

• Click on "View" > "Toolbars" > "Search" in the main menu. This step is only necessary if the quick search is hidden.

• Select one of the saved quick searches from the quick search dropdown menu.

• Enter at least one search term in a search field. The percent sign (%) can be used as a wildcard.

• Start your search by clicking the Button (Execute Search).

  Additional conditions may be defined in the quick search. If you can't find the document you're looking for, check if additional conditions have been defined in the quick search management.

• Click the Button (Clear Fields) to remove all entries in the search fields.

• A blank entry is automatically added when displaying the selection lists. This allows you to always choose no entry from the list, for example, to correct an unintended selection.