User Manual

The search is a powerful tool that enables you to find a document, framework clause or folder easily.

Logical operators

You can also further refine your search to find the document more easily using logical operators. The following standard mathematical logical operators are supported:

•+, & and the keyword AND - tell the search engine that the word that follows must be present in the search results

•| (pipe) and the keyword OR -  tell the search engine that any of the words searched can be present in the results

•- (minus), ^ (caret), ! and the keyword NOT - tells the search engine to exclude the word that follows the operator

The examples below show how to search for a document using logical operators.

Examples:

Search 'policy map' (which is the same as 'policy and map' or 'policy +map') if you only want documents that contain both words in the document name e.g. 'Policy Mapping'.

Search 'policy or map' to find all documents that either contain the word 'policy' or a word beginning with 'map' or both.

Search 'policy not map' (which is the same as 'policy -map' or 'policy ^map') if you only want documents named with the word policy but do not contain a word beginning with map e.g. 'Policy Mapping' will be excluded.

Wildcards

An advanced search technique that can be used to maximize your search results known as Wildcard  is also supported. Wildcards are used in search terms to represent one or more other characters. The two supported wildcards are:

•An asterisk (*)  may be used to specify any number of characters. It is typically used to find a word or part of a word that is contained in another. e.g. to find all items containing the word 'book' simply type '*book' and the results might include 'Staff book', 'Student Handbook', 'handbook07'

•An underscore (_)  may be used to represent a single character, anywhere in the word. It is most useful when there are variable spellings for a word, and you want to search for all variants at once. e.g. to find items containing any of these 3 words [car, cat, can], you simply enter 'ca_' as the search

Document Types

It is possible to include the document type in your search e.g. Word or Excel or Video files. Simply use the file extension used by Windows preceded by a period e.g. '.doc' for Word documents, or '.xls' for Excel spreadsheets, or '.mp4' for videos and '.pdf' for PDF (Portable Document Format) files.

Document Numbers

To search for a document by its document number, either enter the full document number (e.g. 'DOC0123') or just the numerical part (e.g '0123').

Special Keywords

If a library, folder or document is accidentally deleted from the DMS you can do an ORPHANED search. Simply type the keyword 'ORPHANED' into the search box using upper-case letters. When you select the search button all documents that are not linked to folders will be shown and you can recover these documents by dragging and dropping them, or copying and pasting them,  to existing folders.
 

When you perform a search, your search results will be a organised into documents, folders and framework items found. Select the tabs along the top of the list of search items to see the different items found.

You will also be able to return to the previous screen from the search results screen using the Return button.

When a document appears in a search result, it will have one or more links below it to the document's location/s. Select the link to go to the document's location.

For Framework Items, the item will be displayed with a link to that item and a description of the standard. Selecting the link will take you to that particular standard in the Traffic Light System. By default, framework items are listed by framework and then alphabetically.