File Search

Like System Search, there are two ways to begin any File Search:

1. Navigation Bar: To begin a file search, select SEARCH > FILE in the navigation bar.
2. Archive: To begin a file search, select Archive to open, and click the Search link to the left of the Archive browser.

Both methods bring you to the DocuBreeze File Search page:

File Search: File Name

The snapshot above has the File Name Search tab selected. On the form, fields that are marked with a red asterisk (*) are required.

• File Name: This field is where you should enter the file name or text string for which you are searching. You may use either * or % as wildcard characters. This field MUST contain some search criteria. For example, "app*" would return all matches that begin with the letters "app."
  Note: If you do not know the file extension, be sure to use a wildcard after the filename. Example: In the archive there are two images of Jessica, one is a TIF and one is a PNG file format. If I enter "Jessica" in the File Name field, and click Search, I get no results. If I enter "Jessica*" and press Search, I get results listing both images.
• Case Sensitive Checkbox: Mark this checkbox to limit the search to upper or lower case letters.
• Search Entire Archive: Mark this radio button to search the entire archive.
• Search Specific Directory: Mark this radio button to search a specific directory, and then enter the path to the folder or click on the "Browse" folder to navigate to the directory to be searched. (After clicking browse, when in the archive, navigate to the folder you want on the left side, but select the desired folder from the right side.)
• Include Subdirectories: Mark this checkbox to include any sub-directories in the search.

Options Panel

The Options panel is the same for each of the File Search tabs. Click on the "pushpin" in the upper right of the panel to Show the Options panel as the default with each search tab. Click on the pushpin again (to change it to point sideways) to Hide the Options panel as your default. The Options panel is always accessible, even when you have chosen to "Hide" it, by clicking on the Options icon (under the Archive File Search icon) on the left.

• Search for Files Last Updated: To use a date range with the search, mark the From and To checkboxes to enable selection of the year, month, and day which you want to use.
• Results: Results may be Sorted by Name, Location, Last Modified Date, or Size. The Show drop-down menu applies only when you choose to show the search results in a List format, and allows 5, 10, or 20 per results list.
• List or Thumbnail View: Mark the appropriate radio button to have the search results shown as a List or as Thumbnails.

Once you have made all your selections, click the Search icon (picture of magnifying glass).

File Search: Index Tab

The snapshot below shows the Index Search tab selected.

• Search For: Enter a text string that you know will be in the metadata for the search. For example, if the Index required that a category be entered in one of the fields, enter the category name. To search for any files with a specific Index, enter any part of the Index Name. This field MUST contain some search criteria.
• Case Sensitive Checkbox: Mark this checkbox to limit the search to upper or lower case letters.
• Show Results: Tells DocuBreeze how to look for matching files based on your input. Choices include "that contain ALL of these words" (AND search), "that match the EXACT phrase" (phrase search), and "that contain AT LEAST ONE of these words" (OR search).
• Search In: Tells DocuBreeze where to look for the matching word(s). The options are Indexes, Annotations, OCR/Keyword, Bar Codes, and All.
• Document Location: DocuBreeze can store files locally or on remote servers. Choose the location you want the File Search to check.
• Search Entire Archive: Mark this radio button to search the entire archive.
• Search Specific Directory: Mark this radio button to search a specific directory, and then enter the path to the folder or click on the "Browse" folder to navigate to the directory.
• Include Subdirectories: Mark this checkbox to include any sub-directories in the search.

File Search: Advanced Index

This tab is an Advanced Index Search. The initial field is Document Location, providing the selections: In DocuBreeze, Outside DocuBreeze, or All . The Case Sensitive check box can be marked to specify searching for upper or lower case letters.

Choose the Index Form to be searched from the drop-down list, and the screen will change to display any searchable field(s) in the selected Index, plus an option to use AND or OR to narrow the search.Once the Index Form Fields display, you can again use the wildcards and options. Enter the desired search criteria in the index fields to tell DocuBreeze where to search for the file.

Click the Search icon to run your Advanced Index Search

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File Search Results

The Search Results display has been improved, enabling the columns to be resized and multiple, non-consecutive, selections to be made. The Results Screen, List Option (with multiple files selected) looks like the example below.

Clicking on the checkboxes selects the files, as shown above. You can then Copy, Move, or Delete the selected files using the appropriate Action icon. The screen below shows the same results screen, but in Thumbnail View. (Note that the Action icons for thumbnails are at the bottom of the screen.)

File Search Results Lists can be sorted by any one of the columns, and the columns are resizable. The snapshot below shows the Results files List sorted by Size (denoted with the yellow triangular arrow), and the columns are too narrow to read the entire name or date.

This next example shows the columns Resized to make them readable, and the sort is now on the File Names, in descending order (denoted by the triangular arrow pointing upwards)

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The last snapshot shows the Results of an Index Search in List View.

The Search Results window can be closed using the Close button or the "x" in the upper right corner of the window.

File Search: Public Link Tab

This tab allows you to find files for which you have downloaded a link.

The fields with which to narrow your search include:

• File Name. Enter any part or all of the file name. You can use the * or % wildcards.
• Recipient. Enter the name of the person to whom you sent the file.
• Purpose. Why you created the public link.
  • Case Sensitive. Whether or not you want the search limited by case.
• Show Results. Choose to have the search show results of matches to any of the criteria or all of the criteria.
• Document Location. Identify where to search for the document.
  • Specific Directory. If you chose to mark the specific directory radio button, click on the browse button to find the directory.
  • Sub-directories. Mark this checkbox to have the search include any subdirectories.