Search for Documents—Key Exercises

Main Exercises

Purpose: The purpose of these exercises is to show different ways of searching for documents.

Windows:
Document Revisions
Document Titles
Document Folders
Document Object Connections
Checked Out Document Revisions
Approvals

Searching for Documents Using Document Attributes

You can use almost any document attribute as a search criterion. By combining several search criteria, you can narrow the search and, consequently, the list of document revisions matching your query becomes shorter.

1. Open the Document Revisions window.
2. Click Search to open the Search window.
3. Perform the search cases described below.

• Search for all document revisions of document class 500 (Specification)

1. Enter 500 in the Document Class field.
2. Click OK.

• Search for all released document revisions

1. Enter Released in the Status field.
2. Save the query.
3. Enter a name (e.g., Released Documents) and then click OK.
4. Click OK.

Note: The saved query is now available in the Saved Query list on the icon bar.

• Search for all document revisions created by Alain since yesterday

1. Enter a date that is larger than (>) yesterday's date in the Date Created field, using a YYYY-MM-DD format, and enter ALAIN in the Created By field. Note: You can select the The Larger Than (>) sign from the list in the Date Created field.
2. Click OK.

Searching for Documents Using Enterprise Application 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 Blue Sky.
4. Click the Search icon. Observe that all documents containing the words Blue Sky are shown in the window

Note: Similarly you can also select the Document Attributes and Document Object Connections from the Enterprise Application Search list, if necessary and locate any required documents. To perform a content search on the web use the Enterprise Application Search found in the top right of the window.

Searching for Documents Connected to a Document Folder

1. Open the Document Folders window.
2. Click Search to open the Search window.
3. In the Folder No field, enter IFS RACING and click OK.
4. Select the IFS RACING folder. Then click the Attachments tab in the context pane (Attachment Panel) below the window.
5. Click the Documents link. An overview of the documents connected to the folder appears.

Search for Checked-Out Document Revisions

In this exercise, you are going to search for all document revisions that were checked out by Alain two days ago.

1. Open the Checked Out Document Revisions window.
2. Query for the search criteria shown below.

3. Click OK. All revisions of document class 500 (Specification) that were checked out by Alain two days ago are displayed in the list (if there are any).

Searching for Documents to Be Approved 

The Approvals window shows all document revisions that you are supposed to review and approve. 

1. Open the Approvals window.
2. Click Search to open the Search window.
3. Enter XXXXX  in the Approver field, where XXXXX is your user ID, e.g., ALAIN.
4. Save the query.
5. Name the query My Approvals.
6. Click OK.
7. Click OK once more.