Searching for Content

Search is a powerful tool to find and work with content. The screen has three main sections: A Full Text search section, a Metadata Search section, and a Results Options section.

 

  • Full Text Search. Because each document runs through Optical Character Recognition software at check in, you can search for any text within the content.
  •  Metadata Search. This type of search allows you to find documents according to the metadata that has been attached to them.
  •  Results Options. Tells SmartCabinet how you want the results displayed.

 

Example Search #1

 

Let’s say you'd like to find all sublease agreements, but you realize you've never created a subtype called sublease; however, people have been putting the word “sublease” in the title. You could search by the substring of the title of a document for the property 1212 South France.

 

 

Example Search #2

 

Let’s say you'd like to audit all of your leases for all of your properties. You could search on the type of Tenant Documents and the subtype of Lease Agreement and type the word lease in the title. That way it would pull up anything with "lease" in the substring like lease agreement, sublease, etc.

 

 

And here’s your result:

 

Full Text Search

Full Text Search allows you to search the text inside the document.

 

  • The Information icon. Clicking on the Information icon reveals several helpful reminders about how to get the most out of full text searching.

 

Those tips are:

  •  Use spaces between terms to allow a result only if all terms are in the content.
  • Use quotation marks (") around two or more words for a phrase search.
  • Use a comma (,) between terms to allow a result if either term is in the content.
  • Use a minus (-) immediately in front of a term to exclude content items.
  • Use parentheses to group search terms.

 

Here are some tips on building complex full text searches with the following Boolean operators:

 

  • AND. Finds documents that contain all of the specified terms. lessee AND lessor returns documents that contain both specified words.
  •  OR. Finds documents that contain at least one of the specified terms. lessee OR tenant OR leaser returns documents that contain at least one of the three words.
  •  , (comma). Finds documents that contain at least one of the specified terms. lessee, tenant, leaser returns documents that contain at least one of the three words.
  •  NOT. Finds documents that contain the term that precedes the operator (if any), and ignores documents that contain the term that follows it. NOT amendment returns documents that do not contain the word amendment. lease NOT amendment returns documents that contain the word lease and do not contain the word amendment.
  •  " (double quotation mark). Finds documents that contain only the specified term, not any variations of the stem of the word. "doc" returns documents that contain doc as a whole word, but does not return documents that contain documented or documentation.
  •  <NEAR>. Finds documents that contain the specified terms in close proximity to each other. Terms that are closer together receive a higher score. lease <NEAR> amendment returns documents that contain the specified words close to one another.
  •  <NEAR\#> Finds documents that contain the specified terms within the specified number of words of each other. lease <NEAR\3> amendment returns documents that contain the specified words within three words of one another.
  •  <SENTENCE> Finds documents that contain the specified terms within the same sentence. lease <SENTENCE> amendment returns documents that contain lease and amendment in the same sentence.
  •  <PARAGRAPH> Finds documents that contain the specified terms within the same paragraph. lease <PARAGRAPH> amendment returns documents that contain lease and amendment in the same paragraph.
  •  <THESAURUS> Finds documents that contain words that are synonyms for the specified word. <THESAURUS> money returns documents that contain money, cash, and currency.
  •  <TYPO//#> Finds documents that contain the specified word or possible misspellings of the word. <TYPO//2> estoppel returns documents that contain estoppel, estopel, and estoppell.
  •  <CASE> Finds documents that contain the specified term in the specified case. <CASE> FILE returns documents that contain FILE, but does not return documents that contain file or File.

 

Metadata Search

In a metadata search, you search for documents based on many of the parameters that were used to check them in. To make searching more precise you can choose additional operators from the left side of the screen:

  • Matches. Finds documents with the exact specified value in the metadata field. When payroll change form is typed in the Title field, the search returns documents with the exact title of Payroll Change Form.
  • Starts. Finds documents with the specified value at the beginning of the metadata field. This has the same effect as placing an asterisk (*) wildcard after the search term. When form is typed in the Title field, the search returns all documents with titles that begin with the word form, including forms, forming, and so forth.
  • Ends. Finds documents with the specified value at the end of the metadata field. This has the same effect as placing an asterisk (*) wildcard before the search term. When form is typed in the Title field, the search returns all documents with titles that end with the word form, such as form, perform, chloroform, and so forth.
  • Substring. Finds documents with the specified string of characters anywhere in the metadata field. This has the same effect as placing an asterisk (*) wildcard before and after the search term. This is the most commonly used operator and is the default operator. When form is typed in the Title field, the search returns documents with words such as forms, performance, and reform in their title.
  • Not Matches. Finds documents with that do match exact specified value in the metadata field. When payroll change form is typed in the Title field, the search returns documents that do not match exact title of Payroll Change Form.

 

On the right side of the screen are additional pull-down menus that can help you with your search by automatically populating their associated metadata fields.

 

Results Options

To help you organize your search results, you have the following options:

 

  • Results Per Page. This is the number of results that will be shown on a single screen at one time.
  •  
  • Sort By. Results can be sorted by any metadata in Ascending or Descending order.
  •  
  • Search. Initiates the search.

 

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