Using Search Operators to Create Saved Searches

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A Saved Search is a powerful tool for dynamically searching, managing, and grouping documents together across one or many NetDocuments Repositories or Cabinets. Unlike folders, where documents are filed manually, Saved Searches provide a flexible way to locate documents on a specific topic, even if the user doesn't have a specific document in mind. Saved Searches are ideal for large organizations with a higher volume of documents existing across Cabinets and Repositories.

Saved Searches are most powerful where documents have a custom profile, such as Client, Matter or Office. Documents that have been profiled can be easily categorized and dynamically located and grouped into a saved Search for immediate access. To create a Saved Search, a user first does a search, then saves and names that search for future reference.  Each time a Saved Search is accessed, it performs the search to display all documents that match that search criteria.

Learn more about Saved Searches.

Below are examples of Saved Searches you can create by creating custom search criteria using search operators and search fields.

Example #1 – Show only Email messages

For a Workspace based on a Client and Matter you may want to put a Saved Search in the Workspace Template that only shows Email messages that were put into NetDocuments in the last 90 days for that Matter. 

Use the following syntax:

1. Select a cabinet.

2. Go to the Advanced Search page and enter -90 in the From field next to the Created by.

3. Next select .msg in the File Extension field.

4. Select the Search button. At the top of the Search Results is a Search string. =5( ^-90-+0 ) =11( msg ) (the ^ denotes the beginning of date range)

5. Now, copy the whole string and paste it into the Search criteria when you create the Saved Search in the Workspace or Workspace Template.

 

Example #2 – Show all documents EXCEPT Email messages

For a Workspace based on a Client and Matter you may want to put a Saved Search in the Workspace Template that shows every item except Email messages that were put into NetDocuments in the last 90 days.

Use the following syntax:

1. Select a cabinet.

2. Go to the Advanced Search page and enter -90 in the From field next to the Created by.

3. Next select .msg in the File Extension field

4. Select the Search button. At the top of the Search Results is a Search string.  Modify it by preceding the search string with a NOT and spaces on both sides of the word NOT.  Here is a before-and-after example.

Before     =5( ^-90-+0 ) =11(msg)

After       =5( ^-90-+0 ) NOT =11( msg )

5. Now, copy the search string and paste it into the Search criteria when you create the Saved Search in the Workspace or Workspace Template. Because the Workspace is based on a Client and Matter and you created the Saved Search in the Workspace, the Client and Matter will be entered automatically, so they do not have to be entered into the above examples. 

Example #3 - Email Saved Search

If you want to create a Saved Search that shows Emails (msg files) that were sent to you at either "john doe or johndoe@abc.com", for example, that also have email dates within the last 180 days, the syntax would be as follows:

Saved Search for Emails Sent To You: 

 =7( ^-180-+0 ) =17((john doe) or (johndoe@abc.com)) =11( msg )

Also you can create a Saved Search for emails CC'd To You: 

 =7( ^-180-+0 ) =18((john doe) or (johndoe@abc.com)) =11( msg )

Likewise you can create a Saved Search for emails Sent By or From You:

 =7( ^-180-+0 ) =19((john doe) or (johndoe@abc.com)) =11( msg )

As an alternative, if you wanted to combine Sent To and CCd To in one Saved Search, the criteria would be as follows:

 =7( ^-180-+0 ) =17((john doe) or (johndoe@abc.com)) OR =18((john doe) or (johndoe@abc.com)) =11( msg ) 

NOTE: You can change the date range to some other number by changing the 180 number under the Modified Date to some other number of days from the current date.

NOTE: The order in which items appear in a Saved Search is by last modified date with the most recent displayed first. For emails (msg files), the Last Modified Date is the date of the email itself. You can also enter the syntax (%CU%) in place of ((john doe) or (johndoe@abc.com)) in the search criteria and it will automatically pick up the emails for the "current user" that is logged in. That way, you can create this type of syntax in a Workspace or a Workspace template and anyone who selects that Saved Search will see their own emails within that Saved Search. 

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