Searching / Search Fields¶
Search Scope¶
Allows you to limit your search to documents that are:
- Online Only.
- All Documents.
- Archive Only.
- Online Including Hidden Libraries. The default value is "Online Only".
If the document you are looking for may be in archives, choose the "All Documents" option to search with a broader scope. If you know that you are searching for a document that has been archived, limit your search to "Archive Only" to narrow your search scope for a shorter result set.
Search for¶
Limit your search to certain types of objects in MAGIQ Documents.
- "Documents Only" search for documents.
- "Folders Only" search for folders.
- "Documents and folders" search for documents and folders depending on what information is chosen below
Document Type¶
Limit your search to certain document types. Choosing nothing will search for all document types.
Documents Containing Text¶
Text entered here will be used to search against the contents of documents and folders. All documents containing text (either in the body of the document, the document description, or within a Comment, task comment or ISO Comment) will be returned in "Rank" order.
A full-text search will be performed to return all matching documents with the text specified will be gathered. Among the gathered result set, a security check will be performed to match the user's security permissions against the documents. The documents that the user has at least "Read" permission will be displayed to the user performing the search.
Please refer to tips Searching Cheat sheet for using this field.
Folder Description¶
Text entered here will be used to searcha against the folder description.
Documents and Folders Named¶
Text entered here will be used to search against the names of documents and folders. The text of the documents will not be searched; just the names.
You may use an asterisk (*) to indicate that you have entered a partial name.
Example:
If you are looking for a document called "Accounting.doc", you may either type in "Accounting.doc" or a partial document name such as:
Acc
ing.doc
*.doc
Refer to Ignored Keyword List for a listing of words that will be ignored in searches.
Refer to Tips for using this field.
Document ID¶
All documents in MAGIQ Documents are assigned a unique document id. Multiple ids can be entered separated by a comma.
You can obtain this number by navigating to the document properties window of any document.
Note
If using this field, no other information should be entered.
Folder ID¶
All folders in MAGIQ Documents are assigned a unique folder id. Multiple ids can be entered separated by a comma.
You can obtain this number by navigating to the folder properties window of any folder.
Note
If using this field, no other information should be entered.
Owned By¶
If you know the name of the user who created the document, you can run a search based on owner by selecting a user from the list.
Look In¶
By selecting a specific library/folder, you may restrict the search for documents to only those documents contained in the selected folder and its subfolder(s), if any.
Document Status¶
Search for documents that you know to be "Checked In" or "Checked Out".
Search By Date¶
Search for a document based on date criteria, you must select one of the options in the Search by Date drop down box. Once selected, you will be able to specify a date range, or a number of days, weeks months or years in the past or future.
Search by Date drop down box options available are:
- Date created
- Register date
- Retain until
- Declassify on
- Downgrade on
- Disposition date
- Cut-off date
- Created Or Modified
- Date modified
- Completed on
- Last ISO/Periodic review date
- Next ISO/Periodic review date
- Expiration date
If you would like to specify a date range¶
Click on the "Between" Radio Button.
Specify a date range.
OR
If you would like to specify a range for "In the past..."¶
Click In the past Radio Button. Specify a number. Then select one of the options in the drop down list. These are:
- Day(s)
- Week(s)
- Month(s)
- Year(s)
Size¶
Search for documents that are at least, or at most, a set size as measured in Kilobytes.
Importance¶
Search for documents according to their assigned importance levels (Low, Normal, High, Vital).
Classification Level¶
Search for documents according to their assigned classification levels (No Markings, Declassified, Classified, Secret, Top Secret).
Format¶
By selecting a document format, you may restrict the search for those types of documents. If you know that you are looking for an HTML document, specifying this will eliminate all other types of document from the search list.
View Criteria¶
This drop down list has 3 options.
Documents I have not viewed¶
Searches for documents that you know you have not seen before. This will eliminate all the documents that you have viewed.
Updated Documents¶
Searches for documents that have changed since you last viewed them.
Unchanged Documents¶
Searches for documents that haven't changed since you last viewed them.
Document Source¶
Use this field to limit your search to documents according to their source.
Note
This is an optional field in Document Properties screen.
To search by document source¶
- Enter a source. This is a freeform entry field so be sure to provide the correct spelling.
- Click Search to complete the search.
Document Language¶
Use this field to limit your search to documents written in a specific language.
To search by language¶
- Select a language by clicking on the drop down control.
- Click on the "Search" button to complete the search.
Author¶
Use this field to limit your search for documents according to their original author (not the person who published it into MAGIQ Documents).
Note
This is an optional field in Document Properties screen.
To search by [original] author¶
- Enter an author. This is a freeform entry field so be sure to provide the correct spelling.
- Click on the "Search" button to complete the search.
Tag Text¶
Not used in MAGIQ Documents. Use this field to limit your search to documents that have been tagged with a specific text.
Retention and Disposition schedule¶
Use this field to locate documents or folders with a specific schedule applied to them.
Publish Status¶
Select documents according to their publishing rule - either published or unpublished.
Custom Properties¶
Use this field to limit your search to documents according to their assigned custom properties.
To search by custom properties¶
- Select a custom property by clicking on the drop down control.
- The search page will refresh to expose the fields in the chosen custom property.
- Select the search criteria from the first set of prompts.
- Enter the corresponding value in the next prompt.
- Repeat the process for as many fields as you like.
- Click on the "Search" button to complete the search.
Refer to Tips for using this field.