Sharing 

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' will 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'.
• 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.
  • Submit - Finds Submit and Submittal
  • Contract - Finds Contract, ABC Contracting, Subcontractor.
  • Might - Returns no results as 'Might' is a stop word. Therefore an expectation of Mighty Contracting would not be returned in this search.
• Emails can be searched on any field in the Email form including TO, CC, and BCC.

Search Result Set.

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

1. Form Type: Form Subject field - This is a clickable link that will take you directly to that document
2. Field - Displays the field in which the search criterion was found followed by the text that contains the search criterion.
   1. 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.
3. Created By - Created By 'User' from 'Company' on 'Date' at 'Time'
4. Only documents which have been shared to you are returned in the result set. Likewise, if a document to which you had access at one time has been halted to you, that document will not be returned. For information about sharing, see Help section Sharing
5. If a document 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.
6. Obsolete - Obsolete documents are not returned in any result set.
7. 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