One of the most powerful features within NetDocuments is searching. Here are some tips to help you take advantage of these capabilities.
- Use broad searches with few details in the beginning; add more criteria to refine or narrow your results.
- Use words or phrases that you believe might be in the document's text, name, or profile.
- If you want a specific type of document, use the File Extension field, or you may leave the field blank to search all types of files. This includes documents, emails, and folders.
On the Advanced Search page you can see all of the different fields or attributes that you can search by:
Search Field Identifier numbers
Each of the fields shown above has a specific identifier number associated with it. You can use these identifier numbers in the Simple Search bar to perform customized searches. Here is a list of the identifier numbers and their corresponding fields:
999 = Doc ID
1000+ = custom profile fields (1000 + Field ID (1001, 1002, 1003, etc.) )
3 = document name
4 = ShareSpace name
5 = creation date
6 = creator
7 = last modified date
8 = last modifying user
10 = cabinet; GUID inside [ ]
11 = file extension
12 = calendar start and end dates
14 = is unprofiled; cabinet GUID inside [ ]
15 = in Deleted Items; cabinet GUID inside [ ]
17 = email To field
18 = email Cc field
19 = email From field
For example, if I wanted to search the word "Agreement" in the Name field my search would look like this:
=3( Agreement )
Boolean Operators (AND, OR, NOT)
NetDocuments allows Boolean Operators much like many other search engines. You can use these operators within a single field on the advanced search page or you can also use them across multiple fields by using the Field Identifier Numbers listed above. For example, if I wanted to search for documents that either had the word "Agreement" in the name OR had the word "Jones" in the Created By field, I could run the following search in the Simple Search bar across the top of the page:
=3( Agreement ) OR =6( Jones )
Or if I wanted to search for documents that had the word Agreement in the Name field but NOT the word Jones in the Created By field I could run the following search:
=3( Agreement ) NOT =6( Jones )
Using the Field Identifiers and Boolean Operators above can be greatly enhanced by saving your searches. After you have run the search that you want, from the Search Results page you can click the "Search Result Options" button at the top-right and click the "Save Search" option. It will ask you to name the Saved Search and file it in a folder or workspace much like a normal document.
Once you have saved it, it will show up in the folder much like any other document but it will have a unique icon that looks like a red folder with a magnifying glass on it:
When you open the Saved Search, it will dynamically display the items that match the criteria of the custom search. If a document is added or modified in a way that causes it to match the criteria of the search, it will automatically be displayed when you open the Saved Search.
Running Date Ranges
In the Created and Last Modified Date fields you can enter dates in a mm/dd/yyyy format but you can also use the minus symbol ( - ) to perform a relative date search. For example, you can search for documents created within the last 7 days by entering -7 in the Created Date field. If you Save this search, each time you open the Saved Search it will display documents created within the past 7 days of you opening that Saved Search.
Understanding Search Criteria
On the Advanced Search page, if I enter the following criteria:
After executing the search, I will see the results of the search, and the search criteria will be displayed in the Simple Search bar across the top. The resulting search criteria can be broken down as follows:
As you can see, this search is returning all items except email messages, Saved Searches, and folders that were created by James in the past 14 days, that have Matthew as the Author.