Advanced Search

1. In the Companies field, click on one or more of the available top level folders.
2. In the Document Types field, click on one or more of the available document types.
3. Based on the document type(s) selected, the Properties field changes to display only the relevant properties for the document type(s).
   • If property values are unknown, leave blank. Search results will return all documents matching top-level folder(s) and document type(s).
   • If property value is known, enter the property value you want to search on (for example, Invoice Number, PO number). Search results will return all documents matching top-level folder(s), document type(s) and property value(s).

Search operators will differ depending on the data type of a property. You can use the following search operators in the Advanced Search window to refine your search criteria:

To use supported wildcards, select Use Wildcards under Text Match on the Option's Search Criteria tab. The following wildcard options are supported in DocLink search criteria:

Wildcards do not work on numeric properties; only those properties that are designated as string data types in the DocLink database will support wildcards.

Entry Date

To filter results to a specific date range, select the Filter by Entry Date option. The Date Range dialog opens.

1. Enter a start date in the From field. Select the down arrow to open the calendar control.
2. Enter an end date in the To field. Select the down arrow to open the calendar control.
3. If you wish to maintain a date filter that changes depending on the current date displayed, check the Range is relative to Today option.
4. Click OK. When you click OK, you will see a description of the date filter on the Inquiry window.

Status

Check the Filter by Status box to enable a document search by DocLink status. Select the status, or statuses, you wish to search for from the list. Use the Shift and Ctrl keys to multi-select.

• Complete - Documents that have been successfully stored and indexed into DocLink.
• Incomplete - Documents that have been stored in DocLink but are not completely indexed. Documents are placed in this folder when they are missing a property value for a property that was expected.
• Rejected - Documents that have been rejected. Documents are placed in this folder when they don’t have a property value for a required property.
• Pre-Indexed - Documents that have been minimally indexed into workflow. In the Index Batch tab, users can distribute document to workflow statuses that do not contain required properties. Normally if a document is missing required properties it is rejected. If the document is in workflow, such documents are assigned to a pre-indexed status.
• Read Only - Documents that have gone through the electronic signature process, contain an electronic signature, and are complete, are no longer editable. These documents are assigned the read only status.

Annotations

To search for a text string contained in an annotation:

1. Enter the text you want to find in the Annotation Search Text field.
2. To filter the search to a specific annotation type. Check the Limit Annotation Search box and select the annotation for the list. To select more than one, hold down the Ctrl or Shift key as you make your selection.
3. To search all annotations, uncheck the Limit Annotation Search checkbox.

If you do not have permission to view/apply document annotations this tab will not be visible.

When you are finished entering property values. Click the Search button to start your search. Any matches will be displayed in the Search Results window.

If thre are searches you perform often, enter search criteria and then click the Context Menu button in the Document Inquiry toolbar and select Save. On mobile devices, the Save button does the same.

Searches can be saved as:

• User Specific Inquiry - Search criteria is a ssociated with your DocLink login. Every time you log in and go to Advanced Search, your user specific searches will be accessible from the Saved Searches list.
• System Inquiry - If you ahve been granted permission to create and save system searches, you will be able to save search criteria and make it available to all DocLink users, regardless of user login.

On the Save Inquiry dialog, enter the following:

1. Enter a name for your search in the Name field.
2. Enter a Description.
3. If you wish to designate the selecte search criteria as your Default Inquiry, check the appropriate option. The Advanced Search screen will open pre-loaded with your default search criteria every time you log into DocLink.
4. If you have the proper permissions, you can save search criteria as a System Inquiry by checking the appropriate box. If you do not have permission, this box will not display.
5. Click OK to save your changes and exit the dialog.

Each document in DocLink is assigned a unique number called a document ID.

Under the Advanced Search window, there is an additional search option available that will allow you to find documents by Document ID. This method of searching for documents is fast and easy if you know a document's document ID. It is especially handy if the document you want to search for has been assigned to a workflow, but not yet indexed with meaningful property values.