Searching and Filtering

In this chapter, you will learn how to search for documents with ease and filter out content using advanced search filters.

Basic Search

Basic search will be done in a local context by default (in your opened folder, your inbox, your sent documents...). To search through all documents in the system, use the Search documents button on the top of the page.

Basic search looks for matches in all metadata values in all documents.

Advanced Search

Advanced search allows you to find documents based on specific values. It can be accessed by clicking the arrow on the right side of the search bar.

Following search fields can be used and combined to search for any document.

• Keyword - Look up documents containing a specific word

• Status - Find documents based on their status

• Labels - Search for documents that have a certain label attached to them

• File type - Filter out specific format types

• Document category - Filter out documents in specific categories

• In progress more than - Search for documents based on the period of time they have been pending for so far

Date - Find documents based on a specific date, choose from following options:

• Created

• Reviewed

• Accepted

• Approved

• Signed

• Rejected

• Deadline

• Completed

• Document validity

• Seen

• Action requested

• Shared

User - Find files related to a specific user, choose from:

• Created by

• Waiting for

• Reviewed by

• Accepted by

• Approved by

• Signed by

• Shared with

• Rejected by

Filters

Availability: Business and Enterprise

Save your most common search settings as a filter to easily access the search results repeatedly in the future.

Add a filter

• Specify your search criteria using the options available in the Advanced Search.

• Use the Save as Filter button and name the filter.

The search results will be displayed and the newly created filter will be added to the Action menu on the left.

Once the filter is added, searching for documents based on that specific criteria becomes easy and fast as the results are displayed by simply clicking on the filter name.

Edit, rename & remove a filter

You can edit, rename, or delete a filter by clicking on the small settings icon on the right hand side of the filter name.

Filters in Documents, Folders and Shared folders

You can quickly filter documents based on different criteria in all document views - Documents, Folders, Shared folders, Starred, Recent, and Shared.

The filters can be accessed in the top right corner right above the document columns - by clicking Filters, the selection will appear below the document tabs on the left hand side.

The available filters include:

Status - filter documents based on its current status

• Created

• Assigned to me

• Waiting for others

• Completed

• Rejected

• Request expired

• Signed

Date - filter by date of a specific action or date range

• Created

• Reviewed

• Accepted

• Approved

• Signed

• Rejected

• Deadline

• Completed

• Document validity

• Seen

• Action requested

• Shared

Choices for time ranges are:

Commonly used

• Today

• Yesterday

• This week/month/year

• Last week/month/year

• Last 30 minutes/1 hour/6 hours/12 hours/24hours/48 hours/7 days/30 days/90 days/12 months

• Custom range

Quick select

• Last (number) minutes/hours/days/weeks/months/years

User - filter an action belonging to a specific user

• Created by

• Waiting for

• Received by

• Accepted by

• Approved by

• Signed by

• Shared with

• Rejected by

There are also two more filters you can add:

File type - filter only specific types of files uploaded into the system

• PDF

• Image

• Audio

• Video

• Word

• Excel

• Powerpoint

• Archive

• Other

Document category - filter documents assigned to specific document categories defined in your organization

Several filters can be applied at the same time.

The filters cannot currently be saved as a specific view and thus have to be applied from scratch every time.

Exporting search results

You can export the results of your search in a document table by clicking on the Export document table button in the top right corner of the application. You can choose to export the file in a CVS format or as an excel sheet.

At this time you cannot export full documents that are in your search, you can only export a table with details about those documents. The details include Document ID, document type, date of creation, which user created the document and document title.