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Search in the SmartVault Portal

Overview

SmartVault searches for the search string in the document title, document description and document content (see considerations below). The rankings that are displayed are based on the number of occurrences the search string is found and the position of the search string in the document, where an occurrence of the string in the document title earns the heaviest weighting in the ranking system. Also, a smaller document with three occurrences of the search string will weigh more heavily than a much larger document with 10 occurrences.

 

You can search for documents uploaded into vaults and folders in the SmartVault Portal by searching using the following items:

Note: Do not use the leading period when searching by file type or extension

  • By document name
  • By one or more words in the document name
  • By file extension, such as docjpg, or pdf
  • By one or more words in the document Description field

Steps

  1. Sign in to the SmartVault Portal.
  2. Select the object in which you want to search—seach an account, vault or folder.
  3. In the Search field, type your search terms, and then click Search.

Considerations

SmartVault displays a list of results for your search based on the number of times it finds the search term from 100% to 0% in the name, description or the content of the text.

  • Here are some advanced helpful search tips below:
    • Use “AND” to only find documents with both words (quick AND brown)
    • Use “OR” to find documents that have either word (quick OR brown); this means a search will find a document that has either word, but it will also find docs that contain both
    • Use quotations to find exact phrases (“quick brown”)
    • Search for a specific field using colons; fields can be “name”, “description”, and “tags” (name:fox)
    • Use * to replace 0 or more characters (qui*); so, a search for “quick*”, would find documents containing “quick”, “quickly”, “quicker”, and “quickest”
    • Use ? to replace a single character (br*wn); so a search for "f*r" would find documents contaning "far", "for", and "fur"
    • Specify alphabetical ranges like this- tags:{alpha TO omega} (exclusive) and tags:[alpha TO omega] (inclusive); fyi- you don't have to add "(exclusive)" or "(inclusive)", these are for clarity only
    • Find fields with a missing value like this: _missing_:name (to find all docs that don’t have a name); so "_missing_:description" would find all the docs that do not have a description
    • Find fields with values like this: _exists_:name (to find all docs that have a name)
    • Make fuzzy queries that allow for grammatical mistakes like this: foks~ (automatic fuzziness) quick~1 (allow for one grammatical mistake) “fox quick”~4 (combine with fuzziness)
    • Make certain words more relevant using ^ (quick^2 fox)
    • Use + to specify words that must be in a document (+fox)
    • Use - to specify words that must not be in a document (-news); a search for "+fox -news" would return results that have the term "fox" but not the term "news"

 

The contents of MS Office files are mostly searchable with the exception of JPEGs.

 

PDF content is only searchable if:

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Last modified
11:21, 24 Apr 2017

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