How Do I Successfully Narrow My Search Results?

Running a search can be a little bit like looking for a needle in a haystack.

You know the file is in there somewhere, but no matter what you try, your search results keep coming back empty. But what if it didn't have to be like that? 

What if you could find that important file on the very first try? 

Let's look at some basic tips and tricks that you can use when searching to make your life a whole lot easier.

Using Quick Search

Quick Search is accessed at the top of the repository, and  is best used when:

• • You know what you are looking for.
  • Do not expect a large number of results.
  • Generally know where to find what you are looking for.

By default, document text, all fields, entry names, and annotation text are all checked off. This casts the widest possible net, as Laserfiche will search the entire repository, including all folders, file locations and their contents to find what you are looking for. 

Search with Filters

Provides a wider range of search options including:

• • Filtered searches 
  • Applying fields to search by
  • Creating Saved searches

These two search methods accommodate different user needs, ranging from quick lookups to detailed filtering and search customization.

Tips & Tricks

Here are a few ideas to help you locate those illusive files and documents.

• Quotations - placing quotations around your search query.

• • If your search query involves two or more words, consider putting them in quotations. Laserfiche takes into account numerous variations when searching, so if you were to run a search for Councillor Johnson, or 39 Lennox Place, Laserfiche would find all kinds of partial matches.
  • By placing quotations around your search query, Laserfiche knows to only search for the content between the quotation marks, in that particular order.
• Remove the default settings - tell Laserfiche where not to search.

• • Laserfiche searches the entire repository, and all of it's contents by default. Removing the checked boxes for document text, entry names, all fields or annotation text, and choosing which folder to search can significantly reduce your search time.
• Save your successful searches - why reinvent the wheel every time?
  • Clicking Save places your search in three convenient locations. The first place is right at the top of your Repository. The second place is located at the top of your Filtered Search, and the third place is on the right hand side of your Home Screen. Clicking on a saved search brings you directly to your search results.

• Apply Boolean Logic - Wildcards, Operators and Boolean Filters
  • Click on Filters, and choose Text from the menu. This option gives you the ability to search using wildcards, operators and boolean logic.  You will see a small drop down menu which says Terms, and lists:
    • And - This filter would search Councillor AND Johnson 
    • Or - This filter would search for Councillor OR Johnson, but not both.
    • Not - This filter would search for Councillor, but NOT Johnson.
    • Within - This filter searches for the Councillor and Bob within a set number  of words, sentences or paragraphs of each other.

This article was written by Matthew Clooney.
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