v. 12.0.0.3700
Overview
PSIsafe's search engine is a powerful feature that allows users to locate information in a number of ways. The types of searches are broken up into three main categories: Documents, Full Text, and Folder searches. Depending on how you need to locate your content, or what kind of information you will be using as search criteria, content stored securely within PSIsafe can be found based on the properties of your documents, the associated metadata, the associated document index fields (Document Records) and the text within those documents. Folders can also be searched by their associated metadata and stored index values.
Document Search
The three major search categories are displayed as tabs on the left-hand side when opening the Search tab. The Search tab can be opened by typing in a search term and hitting enter in the Search field in the upper-right, or by clicking the word "Search" within that field.
For more information, expand any of the sections below to explore Document Search features:
Folder Criteria for Document Search
Folder Items & Search
Folder search criteria will be based on two major categories: the index values associated with that Cabinet, and the folder's intrinsic metadata (when the folder was created/modified, folder status, etc.). Here is a full list of folder criteria with brief description if necessary:
- [All Cabinet Indexes]
- Folder Created By
- Folder Created Date
- Days back: Folder Created
- Folder Modified By
- Folder Modified Date
- Days Back: Folder Modified
- Content Date - Date related to content within the folder.
- Days Back: Content - Days back related to content within the folder.
- DBMS Key - Database Management System Key - The primary key stored in the DB table.
- Folder Status - The folder's status in the Workflow module.
- Folder Security Class - The folder's security class as set upon creation (can be edited).
Performing a folder search requires at least one search criteria based on an item, condition, and search value. Click the Search for Documents button to display your results.
Document & Index Criteria for Document Search
Document Items & Search
Document search criteria will only be based on the content's intrinsic metadata (when the document was created/modified, extension, etc.). Here is a full list of document "Items" (criteria) with brief descriptions if necessary:
- Document Created By
- Document Created Date
- Days back: Document Created
- Document Modified By
- Document Modified Date
- Days Back: Document Modified
- Document Keywords
- Document Status - The document's status within the Workflow module
- Document Title
- Extension - The document's filetype (as stored in PSIsafe) such as DOCX, PDF, TIFF
- Filesize (KB)
- Manager - The content manager associated with the document (i.e. Adobe)
- Retention - The stored content's Retention (how long it must be stored)
- Retention Expired - Expired retention on content
- Tab
- Document Security Class - The document's Security class as configured in PSIsafe Management
Performing a document search requires at least one search criteria based on an item, condition, and search value. Click the Search for Documents button to display your results.
Document Index Items & Search
Document Index search criteria is based on two major categories: Document Records (indexes) configured within a Template in PSIsafe Management, and the Template itself. Conditions for each item will vary based on the Datatype for each index field.
NOTE: The Item list available for search parameters is identical to the "Document Criteria" list above.
Performing a document search requires at least one search criteria based on an item, condition, and search value. Click the Search for Documents button to display your results.
Document Search Results Screen & Functions
The Document Search Results screen lets the user perform a variety of functions (described as necessary):
- Open Parent Folder
- View, Edit, Delete
- Tools
- Export - Export the selected file to an accessible storage location.
- List > Export All/Export Selection - Export all or the selected file.
- Set Retention/Security - Set retention on the selection within the list.
- Display Options - Adjust displayed sorting columns with the column picker.
- Change Image Format - Covert the filetype into another supported filetype (e.g. TIFF > PDF)
- Unlink for delete - Unlink content in a workflow so that it can be deleted.
- Check Out - Check out the content to editing/viewing by the user alone.
- SHARE - Use PSIsafe's SHARE feature to share content securely.
Full Text Search
The search section also allows searching of document content using the Full Text Search Engine. The full text search is activated by selecting the “Full Text Document Search” tab on the above screen. The full text search functions are described below. To ensure Full text is enabled, ensure your PSIsafe Administrator has the setting turned on in PSIsafe Management > Cabinets > “Enable Indexing”.
Using the Full Text Search interface is simple. You can search by simply typing text into the field labelled "Search value" and then pressing the search button. This will perform a basic search using the default settings. By default, search results display a "hits" preview (the relevant searched terms within the document) and can be switched to a full document preview as seen above.
For more advanced searching, make adjustments under advanced options. These settings allow finer grain control over the maximum displayed search results, and can enable or disable search capabilities like fuzzy, phonic, and stemming searching, as well as Adobe search. These capabilities are detailed in the sections below.
The search results maximum is set to 100 by default. This means the search will return the top 100 matches to your search. You can turn this number up or down to change the number of matches returned. Or, if you do not want a limit, set this value to zero and search will return all matches to your search. Search will take longer as you set this value higher.
By default, when a user enters multiple words for Full Text Search, the text is searched as a phrase. To search for multiple words not immediately adjacent to each other, Boolean operators such as “and” and “or” must be used. (For clarity, the following search term examples are enclosed in braces ( {} ), which should not be typed when actually using Full Text Search.) For example, a search for {paperless solution} or {“paperless solution”} will both find documents containing the phrase, “paperless solution”. However, a search for {paperless and solution} will find documents containing both those words, both as a phrase and separately within the document.
For more information on Full Text Search and advanced functions, expand any section below:
Full Text Search within a Folder
Full Text Search within a folder allows the user to locate one or more documents having searchable content that matches the input search criteria.
Operation:
Open a Folder > Within the "Document List" area, click the Ellipses (...) next to the Search icon (magnifying lens) > select ‘Full Text Search’> enter text to search> click "Search".
Advanced Search Requests Commands Syntax
Full Text Search supports search requests functions similar to other search engines:
- An "any words" search is any sequence of text, like a sentence or a question. In an "any words" search, use quotation marks around phrases, put + in front of any word or phrase that is required, and - in front of a word or phrase to exclude it. Examples: banana pear "apple pie"
"apple pie" - salad +"ice cream" - "all words" search request is like an "any words" search except that all of the words in the search request must be present for a document to be retrieved.
- "Boolean" search request consists of a group of words, phrases, or macros linked by connectors such as AND and OR that indicate the relationship between them.
Examples:
- apple and pear - both words must be present
- apple or pear - either word can be present
- apple w/5 pear - apple must occur within 5 words of pear
- apple not w/5 pear - apple must occur, but not within 5 words of pear
- apple and not pear - only apple must be present
If you use more than one connector, you should use parentheses to indicate precisely what you want to search for. For example, apple and pear or orange juice could mean (apple and pear) or orange, or it could mean apple and (pear or orange).
Noise words, such as “if” and “the”, are ignored in searches.
Search terms may include the following special characters:
? matches any character
= matches any single digit
* matches any number of characters
% fuzzy search
# phonic search
~ stemming search
~~ numeric range
To enable fuzzy searching, phonic searching, or stemming for all search terms, check the boxes under Advanced Options.
Adobe Search
This option displays the search results in the "hits" tab when a PDF document is located using a full text search. Enabled by default, to disable this capability click the “Disable Adobe search” option. It may be necessary to disable this when using non-Adobe PDF applications as the document manager. Hit results will be displayed in a separate panel as shown below.
Operators
All operators should be placed between two words or phrases or parenthetically grouped phrases and operators. For simplicity, while defining the operators, we’ll assume single words (word1 & word2) are on each side of the operator.
- word1 and word2 – both words must be in the document
- word1 or word2 – either word must be in the document
- word1 w/# word2 – w where # is a digit; word1 must appear within # words of word2
- xfirstword – returns the first word of each document
- xlastword – returns the last word of each document
- word1 and not word2 – word1 must be present, word2 must not
- word1 not w/# word2 – word1 must be present, but not within # words of word2
- word1 w/# xfirstword – word1 must occur within the first # words of the document
- word1 w/# xlastword – word1 must occur within the last # words of the document
| Examples | Meaning |
|---|---|
|
best paperless solution |
Find documents containing the complete phrase, “best paperless solution”. |
| paperless and solution | Find documents containing both “paperless” and “solution”. |
| paperless or pulp | Find documents containing either “paperless” or “pulp”. |
| paperless w/5 profit | Find documents with the words “paperless” and “profit” within 5 words of each other. |
| paperless and not trees | Find documents containing “paperless” but not “trees”. |
| paperless and (trees or pulp) | Find documents containing “paperless” plus any of the words “trees”, “pulp”. |
| (grape jelly or butter) and (biscuits or bagels) | Find documents containing either “grape jelly” or “butter” plus either “biscuits” or “bagels”. |
Folder Search
The Folder Search is designed to display search results based exclusively on Folders within PSIsafe, not the content within those folders. For more information on performing folder searches, expand the sections below:
Folder Criteria for Folder Search
Folder search criteria is nearly identical to the Folder Document Search criteria, and is based on two major categories: the index values associated with that Cabinet, and the folder's intrinsic metadata (when the folder was created/modified, folder status, etc.). Here is a full list of folder criteria with brief description if necessary:
- [All Cabinet Indexes]
- Folder Created By
- Folder Created Date
- Days back: Folder Created
- Folder Modified By
- Folder Modified Date
- Days Back: Folder Modified
- Content Date - Date related to content within the folder.
- Days Back: Content - Days back related to content within the folder.
- DBMS Key - Database Management System Key - The primary key stored in the DB table.
- Folder Status - The folder's status in the Workflow module.
- Missing Documents - This option is only available in the Folder Search tab, and displays a list of folders with no content within them that meet your other criteria.
- Folder Security Class - The folder's security class as set upon creation (can be edited).
Folder Search Results Screen & Functions
The Folder Search Results screen lets the user perform a variety of functions (described as necessary):
- Open Folder - Offers same functionality as standard Document List within PSIsafe.
- View, Edit, Delete
- Tools
- Export - Export the selected file to an accessible storage location.
- List - Export the search results as a list.
- Contents
- Single Directory - Export all folder contents as a single directory.
- Cabinet Directory Structure - Export all folder contents with their cabinet structure.
- Display Options - Adjust displayed sorting columns with the column picker.
- Export - Export the selected file to an accessible storage location.
Keywords: PSIsafe Search, PSIsafe Advanced Search, PSIsafe Folder Search, PSIsafe Document Search, PSIsafe Full Text Search
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