This Help topic refers to the following editions:
þ Enterprise þProfessional þ Personal
Located in the Search Engine Find dialog reached by clicking on the Find Document button on the Icon Toolbar, Search by Field allows you to create sophisticated queries using either individual or grouped and/or statements for a precise result across all documents in a Cabinet.
Users may also save searches as .dx files directly to a hard drive or import them directly from a hard drive using the File Menu items Export Find Document Criteria and Import Find Document Criteria. Export Find Document Criteria will open a dialog box for you to locate a .dx file on a hard drive. Import Find Document Criteria will open a dialog box allowing you to locate the .dx file with the search criteria you wish to run. These menu items are only available when the search criteria is in focus (highlighted).
When adding search criteria to a Search by Field query you can either insert a new row above the present criteria row or append a new row at the bottom of the grid by selecting the appropriate icon. Rollover the icons to see a pop-up description of the icon's purpose.
Note:
These icons will only appear when your cursor is being used in the grid to create your query.
To search for a document or set of documents by fields or groups of fields:
Entering criteria and values manually:
From the toolbar click Find Document
Change the Cabinet to search, if needed
Select the Search by Fields tab
Enter a value to determine search order, if needed
If creating multiple groups as part of a complex search enter the "Open Parentheses" when you have an "or" statement consisting of two or more values where the result will be combined with and followed by an "And" statement. Make sure to close a parentheses in creating a group.
Select a Index Set from the drop down list
Select a Field from the drop down list
Select criteria from the drop down list
Type in a value, word or phrase to search for
To add additional information to the query select And/Or
Select the icon on the Toolbar to either insert a row above the present row or append a row at the bottom of the grid
Repeat the same steps for line two of the query, etc.
Click Find Now
Auto Indexing Variables
Auto Indexing Variables can be used in place of static text when search for documents. The tool bar button {Var} allows you enter Auto Indexing Variable values for dates and other field types. For example if you want to have a save search that would always look for documents less than today's date you would set the Field Name to Created, set the Criteria to "Less then" press the {Var} button then type in the Auto Indexing variable {Today} in the "To Locate this Value" column. Se example above. Click on this link for more information on Auto Index Variables.
And/Or Drop Down Criteria Field
Use the "And" or ”Or” selection to have the search select the document using the criteria in the current row and/or the criteria in the row immediately below it to locate the document or documents in a query result list.
The ”And” selection will affect the criteria just before it and just after it and takes precedence over the ”Or” selection
To create multiple groups as part of a complex search using "And/Or" statements; create your statements as described previously with the following differences:
Use the "Open Parentheses" when you have an "or" statement consisting of two or more values where the result will be combined with and followed by an "And" statement. Make sure to close a parentheses in creating a group. See the example below.
Example: Let’s say you have fields in an Index Set named ”Client Name” and "Document Type". You want to find all records that have a Client Name of "Max Able" or contains the Client Name "John Adams" and also contains a Document Type of "Trade Confirmation". Your query would look as follows;
Notice the use of parentheses to enclose the "or" statement. If the parentheses were left out, the result would be "all documents" for "Max Able" and only "Trade documents" for "John Adams". The "And" criteria would only be relevant to the item above it. By using the parentheses you are able to create a statement that creates a result. The "And" criteria is then relevant to the result of the "Or" statement.
Enter criteria and values from a Saved Search (not available in DocuXplorer Personal)
In the Library Tree select the .Saved Searches Folder and double click the Saved Search Document containing the desired search criteria.
Saved search criteria will be automatically populated.
Saved search criteria can be changed and re-saved as a new Saved Search Document.
To Save a Search as a document see Saving A Search.
Tip:
There is no limit to the number of lines of criteria that can be created.
When creating a query on a check box it is important to remember that a check box exists in 3 states. See the item Working with Index Sets | Index Set Fields | Check Box Field for more information.