Introduction
You can perform a search for documents in this screen by defining one or more of the following criteria.
Menu path
- Documents/Reports/Documents/Search
- Click
next to Documents in the left menu.
Roles & rights
All users can view this screen and search for documents. However, the search results and document count will vary depending on document status and your security level.
For more details on what you can do with function rights or levels, go to System/Setup/Security/Function rights, select the required module, and then click on the relevant ID. To find out the functions you can perform with a particular role, go to System/Setup/Security/Roles, type in the description, click Refresh, and then click the required link under the Role column.
Button
Show
Click this to display a list of documents according to the defined criteria.
Reset
Click this to clear the defined criteria and reset search conditions.
Count
Click this to count the documents that match the defined criteria.
Default
Click this to reset the search page to show only default search criteria fields.
Search
Click this to return to the search page. This button is available only in the search results page.
Maintenance
Click this to perform batch document updates where you can change the properties of, or set to Archive status, all documents in the search result.
Note: This button is available in the search results screen if you have function right 360 - Allows batch update documents.
Cleanup
Click this to perform several batch cleanup operations on documents in the search results. For more information, see Performing Document Cleanups.
Note: This button is available only after you click Show and if you have function right 563 - Allows to catch cleanup documents.
Close
Click this to exit. If you are in the search results page, click this to return to the search page.
Description
Document section
Text
Type a full or partial text to search for documents containing this text. By default, the search includes the contents and attachments of the documents.
Note: You can also search for document tags if the Documents + Attachments + Tags or Tags option is selected at the Search field.
Category
Select a document main category, category, or subcategory to search for documents in this main category, category, or subcategory.
Note: You can only see this in the Classic mode for document structure. For more information, see Document Structure in Classic Mode.
Creator
Select a person to search for documents created by this person.
Project
Select a project to search for documents linked to this project.
Type
Type or select the type to search for documents of this type.
Item section
Item
Type or select an item to search for documents linked to this item. Click the condition icon to change the search condition to:
Equal to - This displays documents linked to this item.
Empty - This displays documents not linked to any item.
Not - Empty - This displays documents linked to any item.
If the search the condition is Equal to and if this field is blank, any document, regardless of linked items, will be displayed.
Account section
Account
Type or select an account to search for documents linked to this account. Click the condition icon to change the search condition to:
- Equal to - This displays documents linked to this account.
- Empty - This displays documents not linked to any account.
- Not - Empty - This displays documents linked to any account
If the condition is Equal to and if this field is blank, any document, regardless of linked accounts will be displayed.
Contact
Select a contact to search for documents linked to this contact of the account selected in the Account field.
Note: The search condition of the Account field must be Equal to.
View section
Sort by
Select one of the following sort methods to sort the search results list. Four methods are available:
- Modified (Descending) – This sorts the documents starting with the latest modified document.
- Modified (Ascending) - This sorts the documents starting with the oldest modified document.
- Created (Descending) - This sorts the documents starting with the latest created document.
- Created (Ascending) - This sorts the documents starting with the oldest created document.
- Ranked by relevance - This sort the documents by relevance for Subject or Text search.
- ID - This sorts the documents starting with the latest ID number.
Note: In order to use Ranked by relevance, you must configure the system to use Advanced full-text search. For more information, see Customizing Exact Synergy Enterprise.
Reading pane
Select Yes or No to show or hide the reading pane below the search results list. You can use the reading pane to quickly view the content of a document without opening the document.
Totals section
Select Count to display only the number of documents that match the defined criteria. Otherwise, leave it blank to display a list of documents that match the defined criteria.
Templates section
You can save your search criteria as a template. For more information, see Creating and Modifying Search Templates.
Customize
Click 
at the title bar to customize the fields or sections. You can add or remove existing criteria based on your preferences by selecting or clearing the relevant check boxes. Click Save to save the settings, Default to reset your selections to the default setting, or Close to exit without saving. Take note of the following sections/fields:
Columns section
You can add or remove columns to be displayed by selecting the relevant columns. You can also arrange the columns by clicking Up or Down. The default columns are Subject, Type, Category, Account, Creator, and Modified.
Document section
This section contains fields related to the document properties.
Subject
Type the subject to search for documents containing this subject.
Replies
Select the Exclude check box to exclude document replies from the search result.
ID
Type the exact ID number of the document you want.
Security level
Type the security level range to search for documents within this range. To search for all documents above a certain security level, type only the starting level in the first field and leave the second field blank.
Attachments
Type the text to search for documents based on the file name of one of the attached files. There are five search conditions available when you click the condition icon. Each click will change the search condition to:
Starts with – This displays documents with attachment filenames that start with this text
Contains – This displays documents with attachment filenames that contain this text
- Equal to - This displays documents with attachment filenames that is the exact match to this text
- Empty - This displays documents that do not have any attachment
- Not - Empty - This displays documents with attachments regardless of the attachment filename
If the search condition is Equal to, Starts with, or Contains and if this field is blank, any document, regardless of document attachments, will be displayed.
Division
Select a division to search for documents linked to this division. Click the condition icon to change the search condition to:
- Equal to - This displays documents linked to this division.
- Empty - This displays documents not linked to any division.
- Not - Empty - This displays documents linked to any division.
If the condition is Equal to and if this field is blank, any document, regardless of linked division will be displayed.
Language
Type or select a language to search for documents set to this language.
Click the condition icon to change the search condition to:
- Equal to - This displays documents set to this language.
- Empty - This displays documents not set to any language.
- Not - Empty - This displays documents set to any language.
If the search condition is Equal to and if this field is blank, any document, regardless of document language, will be displayed.
Publish
Select Normal, Frontpage, or Headline to search for documents published as this type. Leave this field blank to search for all documents regardless of the published type.
Status
Select the relevant check boxes to search for documents in these document statuses. Searching for documents with all the check boxes cleared will display all documents except for documents that have been archived.
Type: Group
Select a document group for documents linked to this document group.
Search
You can search for documents based on the following:
-
Documents + Attachments - Select this to apply the search term in both documents and attachments.
-
Documents - Select this to apply the search term in documents.
-
Attachments - Select this to apply the search term in attachments.
-
Documents + Attachments + Tags - Select this to apply the search term in documents, attachments, and tags.
-
Tags - Select this to apply the search term in tags.
Modifier
Select a person to search for documents modified by this person.
Person
Select a person to search for documents where document Rights is assigned to Creator/Owner and Owner is assigned to this person.
Opportunity
Type or select the opportunity code to search for documents linked to that opportunity.
Layout
Select this check box to include only document layout, mail merge layout, and front page layout documents in the document search.
Corporate tag
Type a corporate tag to search for documents with this corporate tag.
Document (Main)
Select a document to search for documents based on the following search conditions:
- Equal to - This displays the documents created in reply to the selected document.
- Empty - This displays documents that are not reply documents.
- Not - Empty - This displays documents created in reply to other documents.
If the condition is Equal to and if this field is blank, any document, regardless of document reference will be displayed.
Document (Reference)
Select a document to search for all documents containing hyperlinks to this document.
Note: The results of this search depend on the document reference table updated by the full text search background job.
Item section
This section contains fields related to the item linked to the document.
Serial number
Type or select a serial number to search for documents containing items with the serial number.
Assortment
Type or select an assortment to search for documents linked to this assortment. Click the condition icon to change the search condition to:
- Equal to - This displays documents linked to this assortment.
- Empty - This displays documents not linked to any assortment.
- Not - Empty - This displays documents linked to any assortments.
If the condition is Equal to and if this field is blank, any document, regardless of linked assortments, will be displayed.
Parent
Select an item to search for documents linked to the child items of this item.
Child
Select an item to search for documents linked to the parent items of this item.
Item - Relation
Select an item relation type to search for documents linked to items that have this type of item relation in the item configuration. For more information, see Viewing Item Cards.
Owner - Details section
This section contains fields related to the document ownership.
Division (Creator)
Select a division to search for documents based on the division of the document creator and the document Rights is assigned to Division - Creator.
Role
Select a role to search for documents where document Rights is assigned to Role and ownership is assigned to this role.
Cost center
Select a cost center to search for documents where document Rights is assigned to Cost center and ownership is assigned to this cost center.
Created – Details section
This section contains fields related to the document creation.
Created
Set the date range or select a preset date range to include only documents created within this date range in the search. The preset date ranges available are:
- <All> - Includes all documents regardless of created date.
- This year - Includes only documents created in the current calendar year.
- This quarter - Includes only documents created in the current calendar quarter.
- This month - Includes only documents created in the current calendar month.
- This week - Includes only documents created in the current calendar week.
- Today - Includes only documents created today.
- Yesterday - Includes only documents created yesterday.
- Last days: 7 - Includes only documents created in the past seven days.
- Last days: 30 - Includes only documents created in the past 30 days.
- Last days: 90 - Includes only documents created in the past 90 days.
- Last days: 365 - Includes only documents created in the past 365 days.
Days
Type a number from 0 to 9999 to search for documents created within this number of days before today.
Name
Type a full name to search for documents created by creator(s) with this full name.
Group
Select a division subgroup of the first division group to search for documents created by people from divisions in this division subgroup.
Division
Select a division to search for documents created by people in this division based on the following search conditions:
- Equal to - This displays the documents created by people in the selected division.
- Empty - This displays documents created by people not linked to any division.
- Not - Empty - This displays documents created by people linked to any division.
If the condition is Equal to and if this field is blank, any document, regardless of the division of the document creator, will be displayed.
Cost center group
Select a cost center group to search for documents created by people of the cost centers in this cost center group.
Cost center
Select a cost center to search for documents created by people of this cost center.
Manager
Select a manager to search for documents created by people under this manager.
Modified – Details section
This section contains fields related to document modification.
Modified
Set the date range or select a preset date range to include only documents modified within this date range in the search. The preset date ranges available are:
- <All> - Includes all documents regardless of modified date.
- This year - Includes only documents modified in the current calendar year.
- This quarter - Includes only documents modified in the current calendar quarter.
- This month - Includes only documents modified in the current calendar month.
- This week - Includes only documents modified in the current calendar week.
- Today - Includes only documents modified today.
- Yesterday - Includes only documents modified yesterday.
- Last days: 7 - Includes only documents modified in the past seven days.
- Last days: 30 - Includes only documents modified in the past 30 days.
- Last days: 90 - Includes only documents modified in the past 90 days.
- Last days: 365 - Includes only documents modified in the past 365 days.
Days
Type a number from 0 to 9999 to search for documents modified within this number of days before today.
Group
Select a division subgroup of the first division group to search for documents modified by people from divisions in this division subgroup.
Division
Select a division to search for documents modified by people in this division based on the following search conditions:
- Equal to - This displays documents modified by people in the selected division.
- Empty - This displays documents modified by people in any division if the division is not selected.
- Not - Empty - This displays documents modified by people in any division regardless of the selected division.
If the condition is Equal to and if this field is blank, any document, regardless of the division of the person who modified the document, will be displayed.
Cost center group
Select a cost center group to search for documents modified by people of the cost centers in this cost center group.
Cost center
Select a cost center to search for documents modified by people of this cost center.
Manager
Select a manager to search for documents modified by people under this manager.
Person – Details section
This section contains fields related to the person linked to the document.
Group
Select a division subgroup of the first division group to search for documents linked to people from divisions in this division subgroup.
Division
Select a division to search for documents linked to people in this division based on the following search conditions:
- Equal to - This displays the documents linked to people in the selected division.
- Empty - This displays any document regardless of linked people if the division is not selected.
- Not - Empty - This displays documents linked to people of any division.
If the condition is Equal to and if this field is blank, any document will be displayed.
Cost center group
Select a cost center group to search for documents linked to people of the cost centers in this cost center group.
Cost center
Select a cost center to search for documents linked to people of this cost center.
Manager
Select a manager to search for documents linked to people under this manager.
Account section
This section contains fields related to the account linked to the document.
Classification
Select a classification to search for documents linked to accounts under this classification.
Country
Select a country to search for documents linked to accounts located in this country.
Division
Select a division to search for documents linked to accounts of this division based on the following search conditions:
- Equal to - This displays the documents linked to accounts of the selected division.
- Empty - This displays the documents not linked to any accounts.
- Not - Empty - This displays the documents linked any accounts.
If the condition is Equal to and if this field is blank, any document, regardless of the linked account, will be displayed.
Group
Select a division subgroup of the first division group to search for documents linked to divisions in this division subgroup.
Reseller
Type or select a reseller to search for documents linked to the accounts of this reseller.
Sector
Select a sector to search for documents linked to accounts under this sector.
Subsector
Select a subsector of the industry sector selected in Sector to search for documents linked to accounts under this subsector.
Note: In order to select a subsector, you must first select a sector in Sector.
Type
Select account type to search for documents linked to accounts of this type.
Person
Select a person to search for documents linked to accounts managed by this person.
Cost center
Select a cost center to search for documents linked to accounts managed by people of this cost center.
Manager: Division
Type or select a division to search for documents created by the manager of the selected division.
Group
Select a division subgroup of the first division group to search for documents linked to accounts managed by people of divisions in this division subgroup.
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