Searching for Documents
Introduction
There are 3 types of document search that are available in BIMXtra:
Quick Search, a quick search of the document Filename, Title and Content,
Advanced Search, a full featured search of all information relating to documents,
Project Search, a complete search of all documents, their contents and scheduled objects. This can be used to search across multiple projects according to the settings.
All search results are dependant on User Permissions set via DMS Security Groups and thus searching only provides results over items specifically granted permission to. Refer to Security group access for details.
Search will allow for misspellings of common words.
The Search results setting limits how many results are returned.
Search Criteria
When entering criteria in any textbox you can use:
The wildcard character * for bulk searching.
The "" characters for specific searching
Multiple values to search for
Search is not case sensitive (i.e. the text case is ignored)
For example, if you are searching for door, you may try one of the below criteria:
*door* - will return anything containing 'door', e.g. externaldoorset, door, door handle
*door - will return anything ending with 'door', e.g. externaldoor, timberdoor
door* - will return anything beginning with 'door', e.g. doorhandle, doorframe
Do*r - will return anything beginning 'Do' and ending with 'r', e.g. Door, Doctor, Dossier
"internal door" - will return anything containing this phrase (including the space)
door internal glass - Will return anything containing ALL of these terms
Quick Search
The Quick Search entry box is located at the top of the DMS folder tree. It provides the ability to search for entered criteria in the document Filename, Title & Content.
Enter your search criteria, separated by a space, and hit Enter on your keyboard or click the Search button to see the results in the main document Window.
Examples:
CBX : would find any docs containing a field value of CBX
CB* : would find any docs containing a field beginning with CB
CBX 001 : would find any doc containing both CBX and 001 in any of its field values
CBX, 001 : would find any doc containing either CBX or 001 in any of its field values
CBX 001 PDF : would find any doc containing all CBX, 001 and PDF in any of of field values
CB* *01 : would find any doc with a field beginning with CB and a field ending in 01
"CBX.pdf", "001.pdf" : would find files called 'cbx.pf' and '001.pdf'
Hit Clear to clear your search results and return to the main document listing for the current folder.
The Options will allow the User to achieve precise searching using the options below.
Settings applied within the options in the space apply to all quick search spaces within the within the DMS i.e. Linking Secondary files, Documents for review, etc.
Current Folder Only : Limits search to the currently selected folder only if ON, otherwise searches all folders in the current container (WIP, Shared or Published)
Current Folder (incl Subfolders) : Allows you to search for currently selected folder and it's subfolders
Include WIP/Share/Published: Includes results from all primary folder containers
NOTE: Folder select options are mutually exclusive, and only 1 setting can be chosen at a time
Include Title in Basic Search : Enables the ability to search by Title column
Exact Text Match only in Basic Search : Forces your search to only return items that exactly match the term requested
Enable Fuzzy Search: Allows for misspelling of common words and applies to Filename, Title & Content
NOTE: Exact match and Fuzzy Search are mutually exclusive, and only 1 setting can be chosen at a time, or both can be turned off
Show Content in DMS Search Results : Enables the Basic Search to return results based on the content of the files
Show Previous Revisions in DMS quick basic results : Enables Basic Search to return Previous revisions of revised documents as part of the Search
Quantity: The maximum number of results returned by the quick and advanced search functions. This means the search will stop once this number has been reached - you must note that there may still be more results matching your criteria. A prompt will popup in the bottom right of the screen warning you that this limit has been reached.
Advanced Search
The Advanced Search button is located at the top of the DMS folder tree.
It provides a fully featured facility that can search on all file criteria. The exact criteria that you are offered in the Advanced Search panel is determined by the configuration of the DMS.
Enter all criteria you would like to include in the single search result - i.e. the results must contain all of the criteria you have set. Drop down selectors only show items that are configured in your DMS docs.
Use the same criteria as Quick Search, including multiple files criteria, in any field that is a text entry EG Filename and Title.
Current Folder Only - Limits search to the currently selected folder only if ON, otherwise searches all folders in the current container (WIP, Shared or Published)
Current Folder (incl subfolders) - Search in the current folder and all subfolders
Include WIP/Share/Published - Includes results from all primary folder containers
Include Static & Dynamic Folders - Includes searching inside of Static & Dynamic Folders when selected.
Include All Revisions - Returns all revisions of a file that meet the search criteria when it is selected. It only returns the latest version of file when not selected.
- Determines the logic rule to use with multiple search criteria.
Logical OR means that search results include any document that includes ANY of the search criteria,
Logical AND means that search results include only documents that include ALL of the search criteria.
Results are returned in the main Document Window. Use the Clear Search button to clear results and return to the main document listing for the current folder.
Repeat usage of Advanced Search will notify the user that previous settings are in use and will highlight the specific settings to the user. See Below.
ZIP File Contents
The content of ZIP files stored within the DMS can be searched using the Contains option within Advanced Search. The ZIP file must allow indexing of contents and when it does both the Filenames and the File contents are searched. If any results are found then the ZIP file itself will be returned and will be downloaded.
Document Annotations
Markup Annotations attached to files in the DMS can be searched using the Document Annotations option within Advanced Search.
Project Search
The Project Search button is located to the top right of the BIMXtra web page in the main project bar and can be used for searching documents, objects and forms in BIMXtra.
Refer to Project Search for more details.
Contact Clearbox: 0844 800 0981 | info@clearboxbim.com