Initial Exercises—Search For And Use Document

Initial Exercises

Purpose: The purpose of these exercises is to introduce you to the basic functionality of searching for and using documents in IFS Document Management. The following exercises are included:

Windows:
Document Revisions
Document Revision/General

Searching for a Document Revision Using Document Attributes

A document revision has several attributes such as Title, Class, and Number. All these attributes are searchable. In this exercise, you are going to search for a project specification.

  1. Open the Document Revisions window.
  2. Open the Search window by clicking Search (F3).
  3. Review the different document attributes you can search for in this window.
  4. Enter the following search criteria:
  5. Click OK to process the query.
  6. Review the result of your query.

Note: The query can, but does not have to, be performed in a case-sensitive mode. 

Searching for a Document Using a Contents Search

  1. In the Search bar at the bottom of the IFS Navigator pane define the indexed location (search domains) you want to use by clicking the drop-down list button in the Enterprise Application Search field.
  2. Select Document Contents from the list.
  3. In the Enterprise Application Search field, enter the following text (be careful with both spelling and uppercase letters): IFS RACING
  4. Click the Search icon.

Result: The document revision you created earlier should be displayed in the table.

Viewing a Document File

  1. Click on the link in the Search Results window for the document you queried for in the previous exercise.
  2. Click the Attachments tab in the context pane (Attachment Panel) below the window.
  3. Click the Documents link. 
  4. Right-click on the connected document and then click View Document.

Result: A copy of the document file is placed on your local check-out path, and the file is launched in its original application, i.e., Microsoft Word.