Rules of Searching


The values entered in the previous search are retained and displayed on the Advanced Search page, whether you used the Simple or Advanced Search.

A Simple Search allows you to type anything in the text box.

The Advanced Search allows you to filter your search with specific criteria. Refer to the Advanced Searching for additional searching options.  

IMPORTANT NOTE: The NetDocuments search implementation consists of two indexing engines. One indexes the metadata fields (profile fields, name, etc) and the second indexes the full-text of the documents. When a new document is added or metadata is changed, the metadata for that document is indexed very quickly which means that the document can be located easily by searching its name or other metadata fields using the Advanced Search page. So if you are searching for a new document, you should utilize the metadata fields on the Advanced Search page. If you use the Everything field or the Quick Search box to find a new document, be aware that there may be a delay in being able to search for the document. Once the document has been indexed by both engines, you can locate it using any search fields.

 Rules of Searching:

  • Search results display only those documents to which you have at least View "V" rights. Administrators, however, can search and view all documents within a single cabinet.

  • Deleted items are not returned in a search by default.

  • NetDocuments can search the text of PDF documents created from text-based applications such as Microsoft Word, Excel, Lotus Notes, etc. If the PDF is created from an image, such as one scanned or faxed without being processed through an OCR package, the PDF text cannot be searched. It can only be searched by its profile data.

  • You can enter complete words or partial words that appear in the document name. Wildcards such as an asterisk (*) can be used. For example, if I search for "document*", I will find the word "documentation". The search engine in many cases will find variations of a word without the asterisk using its built-in lemmatization capability.

  • Phrase searching is supported. For example, searching "East Coast" will find any occurrence of these two words together "East Coast" in this order.  

Punctuation and Symbols

  • Search fields are not case-sensitive—no distinction is made between uppercase and lowercase characters.

  • Common punctuation and symbols are disregarded when searching, whether searching a phrase or not. For example, “dallas texas,” “dallas!#$#$! texas” and “dallas, texas” will all find “dallas, Texas” or “dallas Texas.”

  • Words with a single character and single digit numbers are not searchable unless they are in a Profile field.

Searching ShareSpaces

  • If you search a word that is in a ShareSpace name, it will bring up the documents in that ShareSpace, even though the documents themselves do NOT contain the searched word.

  • If you have a ShareSpace with NO documents in it, you will not be able to locate that ShareSpace using the Search option, since it will not return any documents. NOTE: When a ShareSpace is created, it should contain at least one document in order to locate it, or it should be filed in a folder where it can be located by browsing.

Using Document IDs

  • You can search for multiple document IDs to return more than one result. NetDocuments allows entry of multiple document numbers separated by spaces, commas, semicolons, “OR”, or any other separator. If you use the Document ID as the search criteria, any other search fields you've entered are void since only one document can be returned with that ID.

  • In the Document ID field, you can enter a Document ID without the hyphens for quicker input and it will recognize it as a Document ID.