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Instant Search / Advanced Search

There are two options for searching for data in the application: Filtering a list or global search. This article covers global search. See Lists and Views to find out more about searching by list filter.

Overview

Global search allows you to easily find data within the application, including:

  • Any text located in any field
  • Emails (both the subject line and the body text) and text type email attachments
  • Documents in the following formats:
     - Word (.doc, .docx, .dot)
     - Excel (.xls, .xlsx, .xlt)
     - PowerPoint (.ppt, .pptx, .pot, .pos)
     - Other (.pdf, .rtf, .txt, .html)
  • Keywords assigned to documents, images files, or PDFs

When a new object is created, the system indexes that object so that the search engine can locate it. By default, the system performs this indexing task every five minutes. If you create or upload an object in the system and are not able to immediately locate it using search, try the filter and sort tools on the appropriate list to locate the object. If you are still not able to find it, contact your application administrator.

Instant Search

InstantSearch.gif

To run an instant search, start typing your request in the search bar and you will instantly get the most relevant results back. Change your search term and see results updated on the fly.

  • This search is performed on the name of the main objects (i.e. companies, contacts, assets, projects...) but not on the documents or emails.
  • The returned results are grouped by object type.
  • If what you are looking for does not appear among the results offered, press enter (or click on the magnifying glass icon) to launch the advanced search and thus obtain more results.
  • If no results are found, an advanced search is suggested instead : Instant_Search.png

Advanced Search

For a more exhaustive and precise search, you can provide additional criteria using the advanced search. You can use one or more filters to narrow your results.

  • This search is performed on the name and content of all objects, including the documents and emails.
  • To refine the search, you can add two levels of filters: by category and/or by type of object.

AdvancedSearch.png

  1. Enter one or more terms in the "Search term" field.
  2. Use "Max Results" to limit how many search results will be returned (20 - 50 - 100).
    If your query returns more results than the limit you have selected, you will then be able to load the additional 20, 50 or 100 results and so on until you have displayed all of the results.
    To do so, scroll down and browse the next results by clicling on "Load more results".
    Load_more_results.png
  3. The search tool supports multiple character wildcard searches within single terms queries (not within phrase queries). Eg, searching for “neuro” term will return all results starting with neuro (i.e. neurological, neuroendocrine, neurotransmitter, …).
    Check "Exact matches only" to get only search results that correspond exactly to the search term and thus remove partial matches. 
  4. Use the "Categories" filter to narrow your search results to a specific group of object.
    If you move your mouse over the name of a category, the list of all the objects covered by this category is displayed.
    Categories.png
  5. Once you have made your selections, click the "Search" button. The page will refresh and display the search results based on your criteria.
  6. Use the "Type" filter to narrow your search results to a specific type of object. Do not forget to click on "Confirm" to apply your choice.Type_Filter.png
  7. Identify at a glance the type of objects returned by your search.
  8. You can navigate directly to an object listed in the search results by clicking the hyperlink (in blue).
  9. Total number of results currently displayed on the page.
  10. Highlight : portion of the text surrounding the search term.
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