EditPurpose
To search through all documents in the FileitSuite database.
EditLocations Used
Search for Documents
EditOverview
A large volume of documents can be stored in FileitSuite. You have the capability to perform various types of searches depending on the search parameters you specify:
- Search for one or more documents within a document group
- Search for one or more documents within several document groups
- Search for one or more documents within all document groups
To search for documents in FileitSuite, click on the menu selection
Search for Documents from the navigation bar.
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EditPerforming a Search
EditTo Search within a Document Group
Select a document group to search from the Search for Documents page; the page is updated to display search fields to enter information for. The search fields vary depending on which document group you select.
For example, the document group “Bill of Ladings” may need information for the invoice number or customer P.O. number, and the document group called “Payables” may need information for the check number, vendor number, P.O. Number, or Date. Fill in one or more of the fields to define your search parameters. The more information you specify, the narrower your search becomes.
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Select the SUBMIT button to begin the search. Select the RESET button to remove all the data from the page so you can re-enter your search parameters.
EditTo Search within Several Document Groups
To search within several document groups, a master document group must be defined with cross links to other document groups. Refer to the section “Master Document Groups” for more information on how to set up a master document group.
For example:
The Invoices document group has a field called Invoice Number. The Purchases document group has a field called Order Number. The Invoices document group is defined by the administrator as the master document group. A cross link has also been defined between the Invoice Number of the Invoices document group and the Order Number of the Purchases document group.
To search for documents based on an invoice number of the Invoices document group, select the Invoice document group from the Search Documents page, specify an invoice number, and click on the SUBMIT button. This procedure is similar to searching from a single document group. However the results page will be slightly different. Refer to the section “Search Results” below.
EditTo Search within All Document Groups
To search for one or more documents within all document groups:
1. Select “All Groups” from the Document Group pull-down menu of the Search for Documents page.
2. The page will be updated to display the input field “Search Term”.
3. Enter a string of text that you would like to search for within all searchable fields of the documents in FileitSuite.
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Select the
SUBMIT button to begin the search. Select the
RESET button to remove all the data from the page so you can re-enter your search parameters.
EditSearch Results
If documents are found that match your search parameters, the Search for Documents page will be updated to display the same search fields that you used with the information you entered, followed by the results of that search.
Note that the search matches substrings. For example, if a search is done for check number “333”, any document that has a check number with the substring “333”, such as “33345” or “193332” will be on the results list.
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If a search was done against a master document group and related documents are found within other document groups, a link called “Related Documents” will appear to the right of the found document. Click on this link to view a list of documents found from other document groups as specified by the cross links in the master document group.
To continue our example from above with the Invoices and Purchases document groups, search for a particular invoice number within the Invoices document group. The results list will show the found document with a “Related Documents” link to the right of that document. Click on this link and another list will appear with the results of searching the Orders document group as well. You have the ability to view the documents from each document group individually or combine all the documents into one view. Refer to the section “Master Document Groups” for more information.
EditTo View a Found Document
To view a document in the Search for Documents Results page, click on the document name or the document parameter that matched the search, for example 33345 under the Check No. column. A separate window will appear showing the document and several controls, similar to Adobe Reader, that allow you to print, save, view, and page through the document.
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Once you are down viewing the page, click on the “
Close” button at the top right corner of the screen.
EditTo Edit a Found Document
To edit a document in the Search for Documents Results page, click on the word “Edit” for that document. The Process Document Details page will appear showing the document, the metadata, and the SAVE and CANCEL buttons. Refer to the section “Process Documents” for more information on the page. The metadata fields are editable, and initially contain the values that were entered when the document was processed or last edited.
The document itself cannot be changed. Click on the
SAVE button to save your changes for this document, or
CANCEL to revert to the original values. The display will return to the Search Documents Results page.