Via the main window's menu option Search, you get access to forms for retrieving documents in the archive.
Users only have access to search in the companies, categories and document types to which they are authorized via the roles to which they belong.
When starting the search function, the following form is displayed:
|Company||Here you choose in which company the search is to take place. Search can only be done in one company at a time.|
|Unit||Here you choose in which units the search is to take place. Search can be done in several units at a time.|
|Categories||Here you select in which categories the search should take place. When selecting a category, the fields that are linked to the documents are displayed at category level. You can select several categories to search in at the same time.|
|Document types||Here you select in which document types the search should take place. When selecting the document type, the fields that are linked to the documents are displayed at the document type level for the selected document type. Several document types can be selected for searching at the same time.|
|Show all versions of a document||If there are several versions of the same document, it is possible to choose whether all versions should be displayed in the search result or whether only the latest version should be displayed.|
|Search fields||The fields that are linked to the categories and document types selected above are listed here. Enter the search criteria that will apply to the current search.|
Exclude fields when searching
If any fields are to be ignored during the search, click on the prompt for this field, the field will then be marked in red. This is used if, for example, you have a field with a check box and you in the search result want to show all documents, not just those that have either the box checked or empty.
Presentation of search results
When all selections are made by company, unit, category, document type and field data, the search is started by clicking the Search button at the top of the page.
Via the drop-down list at the top of the page, you select in which way the search result is to be presented.
|List (700 hits)||The search result is displayed on the right side of the window|
|Excel file (table)||The search result is displayed as a table in an excel file that can be saved or opened immediately.|
|Excel file (; delimited)||The search result is displayed with a semicolon delimiter in an excel file that can be saved or opened immediately|
|Text file (; delimited)||The search result is displayed with a semicolon delimiter in a text file that can be saved or opened immediately.|
|Include document name/description||Here you specify whether the document name and document description should be included when exporting the search result to a file.|
To view all documents in the search result, click the View PDF button above the search result and a PDF file will be displayed with all documents in the search result. The file can then be saved or printed.