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An important function of your electronic document management system is the ability to efficiently and quickly find any documents and folders added by all KnowledgeTree users in your organization, provided you have the required permissions to access the content you're looking for.
KnowledgeTree provides a powerful search mechanism with various options for searching the system and finding relevant content.
Note: The search procedures documented in this Manual are used for searches in KnowledgeTree's web interface. For information on searches performed through the KnowledgeTree client tools, see the KnowledgeTree Client Tools User Guide.
KnowledgeTree search allows you to ...
| • | run a quick (simple) search on content and metadata, or on metadata only |
| • | set up advanced searches, comprising one or more sets of criteria that you can configure through a user-friendly advanced search configuration page |
| • | set up your own complex and detailed search expressions, using an onscreen search criteria editor and KnowledgeTree's search grammar |
| • | view the results of your most recent search |
| • | save your searches for later re-use |
| • | edit, delete, or share your saved searches with other system users |
| • | define how your search results display by toggling the search results view on the search drop down menu |
Notes on search results:
| • | Includes documents and folders, and any shortcuts to documents and folders that match specified search criteria |
| • | Excludes words containing less 4 characters, e.g. 'the', 'for' |
| • | Results are permissions-based, and require at least the 'read' permission on returned items |
| • | Relies on data extracted during indexing |
| • | Excludes archived and/or deleted documents by default. To add this content, define the search criteria accordingly (isdeleted, and isarchived) |
The Search Portlet
Access to search is provided through KnowledgeTree's web interface search portlet, located at the top right of the page in all sections of the web interface. The search portlet comprises a text entry field, a search button, and a drop down search menu.
| 1. | Log in to KnowledgeTree's web interface; then, enter search criteria in the Search bar, either of the following: |
| • | a single letter, e.g. 'k' |
| • | a single letter, plus '*' (e.g. d* finds content matching words starting with 'd') |
| • | a single word, or part of a word, e.g. 'templates' or 'temp' |
Note: Content search results match exact phrases and highlight partial matches.
All database queries (metadata) match partially.
| • | start and end of a word, with '*' (e.g. d*k finds words starting with 'd' and ending with 'k') |
| • | use '?' to match a single character only |
Note: The default quick search is on 'Content and Metadata' (matches metadata field values, filename, full path, document ID, document content, and discussions). To limit your search to Metadata only (matches metadata values), click the down arrow adjacent to the search button to change the quick search option.
| 2. | Press Enter, or click the search button; then, view search results. |
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| 1. | Open KnowledgeTree's web interface; then, on the search drop-down menu, select Advanced Search. |
| 2. | On the Advanced Search page, define a criteria group. |
| 2.1. | In the first drop-down, filter your search by ... |
Note: The first criteria selection is a filtering mechanism that allows you to search
only by criteria, fieldsets, or workflows - having selected the high level search criteria,
the criteria relevant to the group selected displays in the second drop-down.
| 2.2. | Select criteria from the data available in the selected filter component, e.g. 'Available Workflows' displays all default and custom workflows in your system. |
| 2.3. | Define more search criteria, as applicable for the selected criteria filters, if any. |
Note: In some cases, after you select a second level criteria filter, a third selectable
field may display, where you can further refine the selected criteria.
| 2.4. | Do one of the following: |
| • | To add more criteria to this criteria group, go back to step 2.1 in this procedure. |
| • | To add another criteria group, click Add another set of criteria; then, go back to step 2.1 in this procedure to define criteria for the group. |
| • | To start searching on currently defined criteria now, click Search. |
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| 1. | To view the results of your last search, select Previous Search Results on the search drop-down menu. |
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| 1. | Open KnowledgeTree's web interface; then, in the search drop down menu, select Advanced Search to open the Search Criteria Editor. |
| 2. | On the Advanced Search page, click Search Criteria Editor. |
expr ::= expr { AND | OR } expr
expr ::= NOT expr
expr ::= (expr)
expr ::= expr { < | <= | = | > | >= | CONTAINS |STARTS WITH | ENDS WITH } value
expr ::= field BETWEEN value AND value
expr ::= field DOES [ NOT ] CONTAIN value
expr ::= field IS [ NOT ] LIKE value
value ::= "search text here"
Note: A field may be one of the following:
CheckedOut, CheckedOutBy, CheckedoutDelta, Created, CreatedBy, CreatedDelta, DiscussionText, DocumentId, DocumentText, DocumentType, Filename, Filesize, Folder, FullPath, GeneralText, IntegrationId, IsArchived, IsCheckedOut, IsDeleted, IsImmutable, Metadata, MimeType, Modified, ModifiedBy, ModifiedDelta, Tag, Title, Workflow, WorkflowID, WorkflowState, WorkflowStateID
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| 2. | On the search results page, in the section headed You can save this search, define a name for the search. |
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| 2. | View the list of available saved searches in the Search menu at the bottom of the page. |
| 3. | Click on a saved search to run the search. |
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| 2. | Locate the Search menu at the bottom of the page to view existing saved searches. |
| 3. | Click Manage Saved Search to open the Manage Saved Search Criteria page. |
| • | edit or delete a saved search |
| • | share a saved search (if this option is available) |
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See Also:
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