Searching in Documentation

In Documentation, documents are displayed in a table. The selected document can be viewed in a preview. You can also access information and add connections, metadata, files and chat log.

To search among the documents faster, filters are available; the filters enable you to search by time period, subject, classification, inbox, metadata, etc. Documents can also be searched by using the arranging, grouping and filtering in the table of documents.

This chapters presents the different options of searching documents in Documentation.

CASE SUMMARY The Tecta company works with different business subjects. The person responsible in accounting is looking for the policy of insurance of the property of legal entities, concluded in 2021. In Documentation, the person responsible can search by using different options, or a combination of them: Searching documents by using filters Searching by grouping documents in the table Searching by sorting and filtering documents in the table

1. Searching documents by using filters

To search for the insurance policy, the person responisble first opens the Documents form, by clicking Settings | Documentation | Documents in the menu.

Next, the person responsible enters data into filters to find the desired document faster.

The person responsible clicks the Category (Classification) field and enters the key data for searching. In this case, the person responsible searches by classification: 661 - Insurance contracts, policies.

The person responsible limits the selection to the year 2021. To do so, the person responsible enters %2021 into the Metadata field.

Lastly, the person responsible clicks the button (Filter documents) and thereby finishes filtering data. The program displays a list of documents according to the filters.

By clicking the desired document, the person responsible can view the document preview on the right.

HINT Just as presented in the example, any other filtering field in the document list can be used: Date from, to, Archive, Status, Mailbox, Clerk and Metadata. By clicking the    (magnifier) icon located by the filter fields, a Search by form opens. It enables the selection of several parameters at once, to search in the selected field. The percentage sign (%) is a wildcard search character. For more information, see the chapter Wildcard Characters.

2. Searching by grouping documents in the table

In Documentation, the person responsible can search documents by grouping the documents in the table.

To do so, the person responsible right-clicks in the selected field of the table and selects the Edit | Group by this column command.

In this case, the person responsible selects grouping by the Classification field.

Documents in the table are grouped by classifications.

HINT If you made a mistake and selected the wrong field to group by, you can use the drag and drop method to remove the field from grouping. The same option is offered by right-clicking the field, by which the documents are grouped. From the set of commands, select Edit | Remove from grouping. You can also use the option of level grouping. In case you also want to group by subject within the Classification, click and drag the name of the desired column (e.g. Subject), then drop it in the field of the primary group. The documents are first arranged by the primary, and then by the secondary group.

3. Searching by sorting and filtering documents in the table

To search for the document, the person responsible uses the option of filtering and sorting the documents directly in the table.

To filter, the person responsible clicks the selection field in the name of the column and finds the desired filter in the drop-down list.

In this case, the person responsible clicks the Classification field and selects 122 - Professional courses, lectures, seminars, study tours, excursions.

To sort, the person responsible clicks the up/down arrow in the selected field and sorts the records ascending or descending.

In this case, the person responsible sorts the records by the Date field to display documents with the oldest date on top.

HINT An additional click on the column name reverses the sorting order by value ascending-descending. As shown in the case, you can use any field to filter, or sort data available in the document list columns.