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Searching in Lists

Chris Britton
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There are various ways to search in lists.

This article contains the following sections:

Search for a Client in the Clients List

For details of searching for a client in the Clients list, refer to Searching for Clients.

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 a view is specific to what displays in the list.

Video Walkthrough
For a video walkthrough that includes this feature, refer to Using the Views (4 min).

For documents, jobs and tasks list, there a default view. This 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 Document Lists and Emails Sent, Received and Draft and Mail Register Views.

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In a Task list, you can use the View to select for example "Incomplete Tasks" (which is the default), "All Tasks", "My Tasks", "Not Started" or "Overdue Tasks".

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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).

Searching for Documents

The Search field is included at the top of the list (Search documents, Search tasks, Search jobs etc.)

Video Walkthrough
For a video walkthrough that includes this feature, refer to Searching for Documents (3 min).

To search for a document, type the search criteria as all or part of the document Name in the Search field and press the Enter key.

  • The search text is not case-sensitive.
  • If you type part of a word, this must be at the start of a word in the document Name (for example, searching for "end" will find "Year end" or "Year ending" but not "Tender".
  • You can search for multiple words, but in this case the words must be entered in full.
    For example, you can search for "financial statements".
    You can not search for parts of multiple words, such as "fin state". 
  • Search may also find instances that are plurals or singulars. For example:
    • Searching for "statement" will also find "statements"
    • Searching for "statements" will also find "statement"
    • Searching for "financial statement" will also find "financial statements"
    • Searching for "financial statements" will also find "financial statement"
  • You can use * as a wildcard to represent any character or use ? to represent a single character.
  • If you have entered any Keywords in the Filing details of documents, you can enter all or part of this text in the Search field to find documents with that Keyword (see below).
  • In documents 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.
  • In documents lists, you can use the Mine button to display any documents or emails that have your name recorded as Owner.

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.

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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.

 

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