Sharing 

Searching Files and Folders

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. Document search is covered under the Forms section of the help files.

Items to consider while using the Search Feature.

• Files and folders are searchable by:
  • File Name or Description
  • Folder Name or Description
  • Custom fields added to Files or Folders
• Text Search is case insensitive. Searching for 'File' and 'file' will return the same result set.
• File searches include files that have been uploaded and files that have been attached to documents.
• 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; 'Building C Photos' will return files and folders containing the full text 'Building C Photos' but not files or folders with the word 'Building' or 'Photos'. Searching multiple words is done in separate searches - 'Building' and then 'Photos', and not 'Building, Photos'.
• Partial Search - Aside the use of Stop Words, partial searches can be used to find whole words with the partial search criterion. Examples are as follows.
  • Build - Finds Build, Builders, Buildings.
  • Photo - Finds Photo, Photos, Photography.
  • C - Is a single character text search and will return no results. Therefore the expected result for files or folders containing 'Building C Photos' will return no results.

Search Result Set.

Search results return each document for all form types that file and folder that meet the search criterion. The expected results should contain the following

1. Form Type: Form Subject field - This :
   • File: File Name - The File Name is a clickable link that take you to the properties of that file.
   • Folder: Folder Name - The Folder Name is a clickable link that
   will
   • take you
   directly
   • to the properties of that
   document
   • file.
   • Field - Displays the field in which the search criterion was found
   followed by the text that contains the search criterion
   • .
2. Where search criterion is discovered in more than one field on one document, the results will be displayed for each field for that one document. Searching the word 'Contract' for example may return the following results. In an example where a collection contains multiple fields with the same text, results are returned using 'Collection Field Name: text...text. See example iii. below.
   1. Subject: Contract 001
   2. Responsible Company: ABC Contracting
   3. Contract Schedule of Values -  Custom field 'Funded By' has been added to the Schedule of Values collection. Multiple rows in the Schedule of Values collection identify text 'Owner Funded' and 'Subcontractor Funded'. Search keyword 'Funded'
      1. Contract: Contract Subject
      2. Collection Field - Funded By: Owner Funded...Subcontractor Funded.
• Created By - Created By 'User' from 'Company' on 'Date' at 'Time'
3. Only documents which Only files and folders which have been shared to you are returned in the result set. Likewise, if a document to a file or folder to which you had access at one time has been halted to you, that document will that file or folder will not be returned. For information about sharing, see Help section Sharing
4. If a document file or folder contains a custom field to which you do not have access but the custom field contains the search criterion, the document will not be returned.
5. Obsolete - Obsolete documents Obsolete files are not returned in any result set.
6. Help Text - System and Custom fields can contain Help text to assist the user in data entry. Searches do not return document based on Help text.

Helpful Screenshots