Advanced Searching

Advanced Options narrows a search by a document's details, such as its document type, the folder it is filed in, who sent it or when it was added to Docwize. Use it when a search finds too many documents, or when you know where a document is but not what it says. For example, you can search for a word in reports only, or list everything in one folder that was added this month.

Every filter you set must match. A document that matches all of them but one is left out. The lists only offer values found in the documents your search already finds, so if a value you expect is missing, check the words in the search bar first.

What you can do in Advanced Search

• Narrow a search by document details, such as document type, folder, sender, recipient, project, location or tags
• Limit a search to documents dated, or added to Docwize, within a date range
• Narrow a search by the details stored in the original file, such as its author or title
• See how many documents have each value before you choose it
• List every document that matches a filter, without typing search words
• Choose which fields Search looks in, and which matches count most
• Turn the highlighted passages in the results on or off

Advanced Search Settings

Click Advanced Options under the Content Search bar to open Advanced Search Settings. The filters are on the left, in two tabs. The Search Settings are on the right.

Advanced Search Settings

Part	Description
Standard	Filters by the details recorded in Docwize, such as document type, folder and dates.
Original File Metadata	Filters by the details stored inside the uploaded file, such as its author and title.
Search Settings	Choose which fields are searched, how many results are loaded and whether highlights are shown.
Search	Runs the search with the words in the bar and the filters you have set. The results replace the dialog.
Close	Closes the dialog. The filters you set stay set until you change them or reload Search.

Standard filters

The Standard tab filters by the details recorded in Docwize for each document.

Field	Finds documents
Document Prefix	Whose document number starts with the prefix.
Ref Number	Whose reference number contains the value.
Entry Person	Added to Docwize by the person.
Start Date / End Date	Whose date, as set in the document's details, falls in the range.
Start Created Date / End Created Date	Added to Docwize in the range.
Document Type	Of the document type.
Document Sub Type	Of the document sub type.
From	Sent from the person or organisation, for example on an email or transmittal.
To	Sent to the person or organisation.
Projects	In the project.
Folders	Filed in the folder.
Locations	Assigned to the location.
Tags	With the tag.

Choosing values from a list

Click a field to open its list. The list shows the values found in the documents your search finds, with the number of documents that have each value in brackets. Only documents you have access to are counted. Click a value to choose it, and click it again to remove it. In Document Type, Document Sub Type, From, To, Projects, Folders, Locations and Tags you can choose more than one value, and a document needs only one of them.

The Document Type list, with the number of documents for each value

The values you choose are shown in the field. Click the × on a value to remove it there.

Include children

From, To, Projects, Folders and Locations have a tick box on their right, named Include children when you point at it. While it is ticked, which it is unless you untick it, a value also finds the documents under it, for example the documents in a folder's sub-folders. A chosen value is then shown with a * after its name.

Dates

Start Date and End Date use the date in the document's details. Start Created Date and End Created Date use the date the document was added to Docwize. You can fill in one end of a range only: a start date alone finds everything from that day on, and an end date alone finds everything up to that day. The end date is included.

Seeing that filters are set

The Advanced Options and Search buttons show an orange number when filters are set, so you can tell from the search bar that a search will be narrowed. The number counts the fields of the Standard tab that have a value, apart from Document Sub Type, Start Created Date and End Created Date.

One filter set

Original File Metadata filters

The Original File Metadata tab filters by the details that the program that made a file stored inside it. Not every file has them.

The Original File Metadata tab

Field	Finds documents whose file
Content Type	Is of the file type, for example application/pdf.
Author	Names the author.
Last Author	Names the person who last changed it.
Producer	Was made by the program, for example a PDF converter.
Title	Has the title.
Creation Date (From) / Creation Date (To)	Was created in the range.
Last Modified (From) / Last Modified (To)	Was last changed in the range.

Search Settings

The Search Settings on the right of the dialog change how Search looks for your words. They apply to both tabs.

Setting	Description
Exclude Duplicates	Ticked unless you untick it.
Search Weights	The fields Search looks in for your words: Doc Number, Description, Content (the text of the file), Ref Number, From, To and CC. Untick a field to stop Search looking in it. Move a field's slider, from 1 to 5, to make a match in that field count for more or less in the order of the results.
Search Size	How many results are loaded into the results list at a time (Results per Page), from 450 to 15,000. It starts at 450.
Enable Highlights	Shows the passages where your words were found when you point at a result's preview icon. Turning it off makes searches faster.
Number of Highlights	How many passages are shown for each result, from 1 to 5. It starts at 3.
Size of Highlights	How long each passage is, from 50 to 500 characters. It starts at 150.

Docwize remembers Exclude Duplicates, Search Size and the highlight settings in your browser, so they stay as you left them the next time you search. The Search Weights go back to their usual values when you open or reload Search again.

Highlights

With Enable Highlights unticked, the box on a result's preview icon says No highlights, and the Number of Highlights and Size of Highlights sliders cannot be moved. Tick it again to see the passages, with your search words in bold. See Search for the results list.

A result with highlights turned off

How to filter a search

Step	Description
1	Open Search from the navigation bar, and type your search words in the Content Search bar. To list every document that matches the filters, leave the bar empty.
2	Click Advanced Options.
3	Click a field, such as Document Type, and click the value you want. The number in brackets shows how many documents have it.
4	Set any other filters you need.
5	Click Search. The documents that match your words and every filter are listed.

Example: Narrowing a search to one document type

How to remove a filter

Step	Description
1	In the search results, click the back arrow to return to the Content Search bar.
2	Click Advanced Options.
3	Click the × on the value you want to remove, or open the list and click the value again. For a date, clear the date.
4	Click Search to search again, or Close.

How to change which fields are searched

Step	Description
1	Click Advanced Options.
2	Under Search Weights, untick the fields you do not want searched, or move a field's slider to make its matches count for more or less.
3	Click Search.