Searching Cheat Sheet¶

Example Searches¶

Documents and Folders Named¶

To locate a document with the name of 'Corporate Credit Card Policy'

*corporate* finds everything with the word corporate in the name, with this you may get more results than required.
Corporate finds everything with the word corporate in the name, with this you may get more results than required.
corporate*card* finds documents that start with corporate, and card is anywhere in the name.
corporate credit finds documents where the words are next to each other.

To locate a folder with the name of Community improvement program

*community* will find every folder with the word community
community will find every folder with the word community
community*program* finds folders that start with community and have program in the name
community improvement finds folders that have words next to each other.

Tips for Documents and Folders Named¶

Use the wildcard of * (asterisks)
Words in names that are not next to each other require an asterisk between words
Words next to each other do not require a wildcard

Documents Containing Text Search¶

If you are unable to find a document via other fields then the documents containing text field is the best field to use as it searches through the Document versions, Document descriptions (Metadata information), Document comments, Task comments, Version comments.

Using the document example above

Corporate card will find all documents with the words in no particular order
"Corporate credit" will find all documents as a phrase
Corporate and card is the same as using corporate card
Corporate + card is the same as corporate card
*act will find any documents with the word act included eg transactions, abstract, contract
Corp* will find any words starting with corp etc corporate, corporation
MAGIQ OR reporting will find documents that contain the word MAGIQ or the word reporting or both.

Tips for Documents Containing Text Search¶

Use the wildcard of * (asterisk) or % (percent)
Use " " (quotation marks) around phrases
Use And & OR (boolean searching)
Use + (plus sign) to find two words

Folder Description - Property File Searches¶

A property file could be setup with the name of 1001005 and the folder description has Unit 2 899 Wellington Road Rowville VIC 3175 - Description: Lot 20 SEC 33 0.081ha

How do you search to retrieve this information?

If you want to return all properties with the address of 'Wellington Road', Select 'folders only' from the Search For drop down Enter Wellington Road in the folder description field
If you want to return all properties with the address of '899 Wellington Road' Select 'folders only' from the Search For drop down Enter 899 Wellington Road in the folder description field

Custom Property Sets¶

After selecting a name, always select an option from the operator criteria drop down. Otherwise, you will get extra correspondents that are not relevant.

A correspondent name of "Department of Human Services", can be found by entering %human% within the surname or organisation field

Tips for Custom Property Sets¶

Use [x] x being the letter after the 'search term'
Use %[x] being a wildcard search for x anywhere in a name

Advanced Wildcard Searches for Lookups¶

NB: This is ideal for use in the connectors and Document Workbench

Info[v] will find correspondents called InfoVision
Info[vx] will find correspondents called InfoVision and infoXpert
Department%[h] will find all 'Department of' starting with an 'h', for example Department of Health and Department of Human Services

You can also include a Given Name in your Lookup field * In the Lookup field, separate the Surname and Given Name with a semicolon ';' Where there is no semicolon the Lookup functions as a Surname lookup only.

All standard SQL search wildcards apply such as % _ [ab] [a-d] and the reverse (not) using [^ab]

Note

That %;% is ignored and that * cannot be used as a wildcard in a lookup

Examples:¶

Sprat will return all Surnames beginning with Sprat, Spratt, Spratford, Spratling etc
Sprat;Jack will return all Surnames beginning with Sprat with a Given Name of Jack
Sprat;[j,g] will return all Surnames beginning with Sprat with a Given Name where the first letter is either a J or a G.
Sprat;[^j,g] will return all Surnames beginning with Sprat with a Given Name where the first letter is NOT an J or a G.
Sprat;[A-D] will return all Surnames beginning with Sprat with a Given Name where the first letter is A through D i.e. A,B,C OR D
Sp%t;Jack will return all Surnames beginning with Sp ending in t with a Given Name of Jack eg Sprat, Spratt, Sport, Spiffert

Error Messages you may incur¶

Your request only contains ignored words
The word that you have searched on resides in an ignored word listing. This file can be changed with the assistance of IT

Searching Converted Data¶

Note

Once converted data (infoVision or Dataworks) is loaded into infoXpert the Date Created will be the date the data was loaded - Not the date the document was registered into infoVision or Dataworks.
Document names are the same as the document id.

Searching for Documents within folders¶

Select Document Additional Meta Data from the custom property drop down
Enter the InfoVision file number into the previous folder id
Click Search

Document Date¶

Selecting the custom property set of Document Additional Metadata, specify a date either in the Date Received or Date of Document. However, you are unable to search on a date range. This is planned for a future enhancement

Searching for document ids¶

Within the Document Additional Meta Data custom property set, enter the infoVision document id into the fields of Pervious Document ID, as per below

Click Search
Or
Enter the document id number in the documents named field.

Searching for Folders¶

Select Folder Additional Meta Data from the custom property drop down
Enter the InfoVision file number into the Converted File number field
Click Search

Note

An infoVision Search page for documents or folders can be created based on the above. Speak with your MAGIQ Documents System Administrator about creating these.