There are various ways to search in lists.
This article contains the following sections:
- Selecting a View
- Searching for Documents, Clients, Jobs and Tasks
- What you can Search for
- Clearing the Search Text
- Keywords
- Searching in Lists using Filters
Selecting a View
At the top of lists is a drop-downs which shows the Views that can be selected for that list.
The options available for the Views is specific to what displays in the list.
There a default view which appears at the top of the View selector with a divider below it to indicate this is the default view.
For example, in a Documents list, you can select options such as "All" (which is the default), "Emails - Sent", "Emails - Received", "Emails - Draft", "Mail Register - Sent", "Mail Register - Received" or "Deleted". Refer also to Using the Documents Lists and Emails Sent, Received and Draft and Mail Register Views.
Where there are more than 10 Views for the list, the View selector displays with a scroll bar.
You can use the Search at the top of the View selector to find a View. Enter one or more characters to find the View(s) that contain what you have entered anywhere in the View name. Click the X in the Search to clear the search text.
Depending on how this has been set for your own practice, the View you select in a particular list will be the default for the rest of the session and also when you logout and login again. This means that when a View has been selected, when you display another list and then return to that list, or logout and login again, the same View will be initially selected in the drop-down. Refer to Sticky Views.
You can also create custom Views (refer to Saving Changes to the View Layout, Modifying and Deleting Views).
From the View selector you can copy a link to a view. Hovering the mouse next to a View name displays the Copy View Link icon which you can click to copy a link to that view to your clipboard. Refer to Copying a Link to a View.
Searching for Documents, Clients, Jobs and Tasks
You can use the Search field at the top of lists for example, Search documents, Search Clients, Search tasks, Search jobs etc. Refer to Searching for Documents, Searching for Clients, Searching for Jobs and Searching for Tasks.
- Type the search criteria in the Search field.
- Press the Enter key.
When you press the Enter key, this starts the search and the list re-displays with only the documents or tasks found by the search.
In a Documents list. the search results display as follows.
What you can Search for
In Documents lists, this will find text in the Document Name.
In the Clients list, the search will find text in the Client Name and will also find the text if it is all or part of the Email address, Client Code or Export Code, and also searches for these if they are not currently displayed. In the Clients list, the search criteria is also automatically added as a Filter for the Name column.
In the Jobs lists, the search will find text in the Job Name, Client Name, Client Group, Job State and Job ID.
In the Jobs Board, the search will find text in the Job Name and in the Client Name.
In the Tasks list, the search will find text in the Task Subject.
- The search text is not case-sensitive.
- If you type part of a word, this can be anywhere in the text (for example, searching for "end" will find "Year end" or "Year ending" and will also be found in "Tender".
- You can search for multiple words. For example, you can search for "financial statements".
- Search may also find instances that are plurals. For example, searching for "statement" will also find "statements"
- Search will not find singulars. For example, searching for "statements" will not find "statement".
- Searching for numbers may also find these in the date fields.
- When searching in Documents lists, if Keywords and/or Tags are displayed in the list, this searches through Keywords, but not Tags (see below Keywords).
- In Documents lists, in the same way as with legacy lists, you can use the Content Search button to perform a text search within the content of emails, phone calls, file notes and meetings. Refer to Search within Email, Phone Call, File Note and Meeting Content.
Clearing the Search Text
To clear the search, click the X next to the search criteria or delete the search criteria and press the Enter key.
Keywords
If Keywords have been entered as part of the filing details for documents, you can enter for all or part of the Keyword in the Search Document in any of the lists to locate all documents with that text anywhere in the Keyword. Refer to Using Keywords.
For example, if you wanted to indicate that a document relates to an incoming invoice from an external contractor, you can add the Keyword "Incoming Invoice" followed by the contractor name, for example, "Incoming Invoice Ajax Electricals".
You can search for all documents that relate to an incoming invoice by entering "Incoming Invoice" as the search criteria. Or to search for documents that relate to a specific contractor you can enter the search criteria as "Ajax", "Invoice Ajax" or "Incoming Invoice Ajax" or "Incoming Invoice Ajax Electricals" to find relevant documents.
Searching in Lists using Filters
Filters provide an additional way to perform searches. For example, you can apply a Filter to a list on a Client name. Custom Fields can be useful as an additional way to filter the information.
Refer to Sorting and Filtering Documents Lists.