Document Searching Tips

Learn useful tips to help you to find documents in the Information Zone. These tips also apply when you search for documents on the Documents tab of certain records.

What Gets Searched Against

When you run a document search, the system searches for words in document titles and descriptions. It also searches the content within documents for certain file types, including emails, Microsoft Office documents, text files, and HTML files.

A maximum of 100 documents return in the search results, ordered by the most recent documents first. In Classic View, you can click More Results to display up to 1000 documents.

Part-word Searches

When you search for documents, any variations of the same word in documents are returned in the results. This is commonly called stemming, and it applies to both single words and phrases.

For example, if you search for the word Build, it returns all documents that contain the words Build, Building, Builders, and so on.

Note: Stemming does not work when you conduct a wildcard search.

Exact Phrase Searches

You can search for phrases by wrapping the search text in double quotation marks. Exact phrase matches return documents that include all words in the double quotation marks, and in the exact same order.

For example, if you search for "Document Lifecycle Manager", it returns documents that include the exact phrase Document Lifecycle Manager in the exact same word order.

Wildcard Searches

You can use wildcard searches to search against document titles by preceding the search text with an asterisk (*). This is useful when you want to search for documents that include a combination of numbers, letters, and punctuation in their titles, such as drawings.

For example, if you search for *-032-, it returns any documents that have -032- in the document title, such as P10-032-0001, P10-032-0002, P10-032-0004, and so on.