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Searching Form Documents
Each project has a Search button on the secondary navigation bar on the top right of the page. From within the project, clicking the 'Search' button presents a Project Search dialog box that allow the user to enter search criterion. Simply enter the search criterion and press 'Enter' or click the search icon
. All documents, files, and folders that meet the search criterion are returned. File and folder search is covered in the File Management section of the help files.
Items to consider while using the Search Feature.
- Fields that are not searchable
- Number - Custom Number fields are not searchable, however the system Number field is a single line text field and therefore searchable.
- Date
- Currency
- Boolean (True, False / Yes, No / Approval)
- Reference Collection fields
- Contract Reference - While the search will return the Contract document, it will not return any associated form documents such as Potential Change Order, Change Order, or Payment Applications.
- Action Items
- Text Search is case insensitive. Searching for Submittal or submittal with return the same result set.
- In addition to field search, project Cost Codes and Account Codes are also searchable.
- Stop Words - Certain words, considered stop words, will return no results by themselves. While this list is comprehensive it may not contain all possible stop words.
about,after,all,also,an,and,another,any,are,as,at,be,because,been,before,being,between,both,but,by,came,can,come,could,did,do,does,each,else,for,from,get,got,had,has,
have,he,her,here,him,himself,his,how,if,in,into,is,it,its,just,like,make,many,me,might,more,most,much,must,my,never,no,now,of,on,only,or,other,our,out,over,re,
said,same,see,should,since,so,some,still,such,take,than,that,the,their,them,then,there,these,they,this,those,through,to,too,under,up,use,very,want,was,way,we,
well,were,what,when,where,which,while,who,will,with,would,you,your.
- Single Alpha / Single Numeric - Searching any one single character will not return any results.
- Multi-Word Search - Searches can be performed using multi-word search criterion as one search. For example; 'Recreation Center' will return documents containing the full text 'Recreation Center' but not documents with the word Recreation and Center. Searching multiple words is done in separate searches - 'Recreation' and then 'Center', and not 'Recreation, Center'.
Cloning Rules.
- Examples
- User A clones Form A created by User A from Project 001 to Project 002. User A cannot clone this same form from Project 001 to Project 002.
- User B clones Form A created by User A from Project 001 to Project 002. User B is successful because Form A does not exist in Project 002 as User B being the creator of Form A
- User A changes the Form A label to Form B and clones this form to Project 001. Form B is cloned to Project 001 with the new form label name.
- Custom fields on system forms that already exist in the destination project that were created by the cloning user are skipped.
- Examples -
- User A creates Custom Field 1 on the Submittal Items form in Project 001 and clones Submittal Items to Project 002. User A then creates Custom Field 2 on the Submittal Items form and clones Submittal Items again to the same project, Project 002. Since Custom Field 1 already exists on the Submittal Items form in both the source and destination project for User A, this field will be skipped and only Custom Field 2 will be cloned.
- User B created Custom Field 1 on the Submittal Items form in Project 001 and clones that form to Project 002. Even though Custom Field 1 already exists on the form in Project 002, the clone is successful because each user can clone their own custom field with the same label to the same destination project.
- Examples -
- System Collection - Custom fields added to a system collection such as Contracts - Schedule of Values are cloned to the destination project. Additional custom fields that have been added to the system collection can also be cloned over to the project.
- Custom Collections - Custom fields added to a custom collection on a system form such as Contracts are cloned to the destination project. Additional custom fields that have been added to the custom collection are not cloned over to the project. Custom collections are only cloned once for any form.
- Example
- User A creates a custom field on a form and grants User B and User C Read Only access to that field. User B clones that form to another project. Results - Only user B has Read/Write access to the custom field on the cloned form in the destination project.
- Reference Collections - Not cloned.
- Account Codes - While the Account Code field itself is cloned, the Account Codes setup under Project Administration are project specific and therefore not cloned with the Account Code field.
- Account Code fields can only be cloned once per company, per project.
- Project Picklists - Project Picklists are project specific and therefore not cloned.
- Project Directory - Project Directory Company and Contact fields can be cloned to other projects, however only the field is cloned and not the actual Project Directory.
- Emails can be searched on any field in the Email form including TO, CC, and BCC.