The Art Of Searching


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The art of searching was presented at the First Annual Laserfiche Statewide User Group meeting in Chesterfield, VA, by Roz Collins.

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The Art Of Searching

  1. 1. VA Laserfiche User Group seminar <ul><li>The Art of Searching </li></ul>Rosalind Collins, City of Charlottesville, Laserfiche administrator
  2. 2. The Art of Searching <ul><li>Overview of search pane </li></ul><ul><li>Differences in version 7x & 8x </li></ul><ul><li>Text search </li></ul><ul><li>Template search </li></ul><ul><li>All other search types </li></ul><ul><li>Combination searches </li></ul><ul><li>Save a search to run again </li></ul><ul><li>Desktop shortcut </li></ul><ul><li>Advanced search syntax </li></ul><ul><li>Weblink search </li></ul>
  3. 3. Types of Searches <ul><li>There are a variety of ways in which you can search for documents and folders. The available types of searches are listed below. </li></ul><ul><li>A search can be performed: </li></ul><ul><li>By words or phrases in a document's content </li></ul><ul><li>By document name </li></ul><ul><li>By template or field information </li></ul><ul><li>Within a folder </li></ul><ul><li>By volume </li></ul><ul><li>By sticky note content </li></ul><ul><li>By creation/modification date </li></ul><ul><li>By the user that created it </li></ul><ul><li>By electronic document status </li></ul><ul><li>By whether it contains pages </li></ul><ul><li>By document relationships </li></ul><ul><li>By tags or tag comments </li></ul><ul><li>By version </li></ul><ul><li>By the user that checked out a document </li></ul><ul><li>Or by any combination of the above </li></ul>
  4. 4. Full-Text Search: Making Documents Full-Text Searchable <ul><li>The document must be indexed by the search engine to be full-text searchable </li></ul><ul><ul><li>Caution : The term index in this presentation only means the document is made full-text searchable by the search engine </li></ul></ul><ul><li>The Indexed column indicates if the document has been indexed </li></ul>Slide credit: “Advanced Topics in Searching” AA302 Jeanie Conner, Software QA Engineer & Gordon Wong, Software Engineer, Laserfiche
  5. 5. Full-Text Search: Making Documents Full-Text Searchable <ul><li>Indexing image files </li></ul><ul><ul><li>The image files must be OCRed and the OCRed text must be indexed </li></ul></ul><ul><ul><ul><li>OCR: Optical Character Recognition </li></ul></ul></ul><ul><ul><ul><ul><li>Translation of images of handwritten, typewritten, or printed text into machine-editable text </li></ul></ul></ul></ul><ul><ul><li>Search engine cannot index image files directly </li></ul></ul>Slide credit: “Advanced Topics in Searching” AA302 Jeanie Conner, Software QA Engineer & Gordon Wong, Software Engineer, Laserfiche
  6. 6. Demo here
  7. 7. Fuzzy Search <ul><li>Used with keyword/text search </li></ul><ul><li>Find all words or phrases that are similar to the word or phrase that you typed. Allows Laserfiche to find words even if they contain misspellings or OCR errors. </li></ul><ul><li>Degree of accuracy is determined by the number of letters or by the percentage of the word. </li></ul><ul><li>Number of letters: specify the maximum number of letters that a word can differ from the specified criteria and still be considered a search result. </li></ul><ul><li>Percentage of word: specify the percentage of the word that can differ from the search criteria and still be considered a search result. </li></ul><ul><li>Fuzzy searches take significantly more time. </li></ul><ul><li>If you would like to perform faster searches, then you should only use the Fuzzy search option when you cannot find the desired document(s). If you are not sure of the exact content in the desired document(s) or the image quality of your scanned documents is poor, use the fuzzy search from the beginning, so that your list of search results is as complete as possible. </li></ul>
  8. 8. Advance Search Syntax <ul><li>Search syntax contained within { } </li></ul><ul><li>Template and Field names, if containing space, contained with [ ] </li></ul><ul><li>Use : between template and field names </li></ul><ul><li>Use “ “ for string values, # # for date values </li></ul><ul><li>Normal operators <, >, =, &, | (“or”) </li></ul><ul><li>Example: {General:[project name]=“laserfiche”} </li></ul>
  9. 9. Questions? <ul><li>Searching is more art than science. </li></ul>