New article
Recently updated
How to Use Advanced Search
Who is this article for?Ideagen Quality Management administrators using the advanced search.
Admin access is required.
Advanced Search
If you can't find your item through the Quick Search or want to trim your results further, use the Advanced Search feature. Advanced searching can be performed on either the documents in your system or specific workflows.
To perform an Advanced Search:
- Select Advanced from the search area.
- Select Documents or the appropriate workflow.
Advanced Search - Documents
Advanced Search lets you cast a wider net than Quick Search by scanning for all documents whose attributes fall within a specified range. There are a couple of rules to remember when using this feature:
- Only documents you have permission to view are returned.
- Searches are exclusive, rather than inclusive, meaning documents are not returned if they do not match all options you're filtering by.
To Search documents:
- From the Advanced Search - Documents page, choose the branch(es) of the Documents Tree you want to search within. All Documents are selected by default.
- If you have permission to view Retired documents, you may include those in your results. Otherwise, choose whether you want your search to include past revisions of a document by selecting All Revisions in the drop-down menu. The current Revision is the default.
- Choose from the following Filters and select Search.
Filters
Selecting from or filling out a filter field automatically includes it in your search unless you uncheck the box next to its title.
| Filter | Description |
|---|---|
| Content | any text contained in the document source files, including sentence fragments and parts of words. Content searches may not return correct results for recently changed or created documents until Ideagen Quality Management has had a chance to index them. |
| Title |
the document's title as displayed in the Documents Tree, Breadcrumbs, and Document Information. Since titles can change, ID# searches are the most reliable way to find documents. |
| ID | the unique ID tied to the document. ID's can't be altered or repeated. |
| Standard | a list of compliance Standards your organization uses. Enabled and Disabled Standards may be searched. |
| File Type |
the file format the document is presented in when accessed for viewing, reviewing, or approving (DOCM, HTML, XLSX, etc.). If Ideagen Quality Management is generating a PDF, you may search by "PDF" or the File Type used to during editing. QiconTip Use the File Type Filter to quickly find documents in your system based on file type (for instance, if you need to find which documents are Word files Filter by DOCM). |
| Current Revision | the number of revisions. |
| Current Step | filters only for documents in selected step(s). Hold the CTRL key when selecting steps to select more than one. |
| Changes Made | what was entered into the Changes Made field when the document was released for approval. Changes for the most recent revision for instance would be returned. |
| Checked In | whether the current revision is checked in or out. |
| Editor | the user currently editing the document or last person to do so if it's not in an edit status. |
| Document Manager | the user currently listed as the document manager for this document or documents. |
| User has Approved or Rejected | individuals who have approved or rejected the document during any of its revisions. |
| Personnel in the Approval List | individuals in the current approval list, found in the document's properties. |
| Check Sub-Groups | allows for groups and individuals within a group to be searched. For instance, if there were 2 other groups nested within the MFG- Manufacturing Industry group in the example below, those groups would be returned in the search results as well. |
Note: Begin typing into the text box to make the Personnel list trim to selections matching what you type.
- Date Created - when the document was first created in the Ideagen Quality Management system.
- Date Last revision Started - when the document was last placed in edit.
- Date Expires - when the document is set to next expire.
- Date Rejected - when the document was rejected by an approver.
- Date Published - when the document was published, passing all approvals.
- Custom Fields - currently associated with documents - values contained in each Custom field are searchable. These fields are accessed from the Document Properties - Custom fields tab.
Search Results
All matches found based on your Filter options are returned in a grid that includes relevant document information.
- Click the ID to open the document or the title to open the document properties.
- Click Go Back to return to the Advanced Search page. Your previous filter information is still there.
- Select Export to XLSX to generate a spreadsheet of this grid for use in Microsoft Excel. Double-click the column lines to expand them to the proper width.
- Select Export to CSV to generate a spreadsheet of this grid in comma-separated format, primarily for use in other data analysis applications.
Advanced Search - Workflow
Advanced Search options for any workflow include default system filters, as well as filters for routes and custom fields that reflect the structure of the workflow you are searching. There are a couple rules to remember when using this feature:
- Only workflows and workflow steps you have permission to view are returned.
- Searches are exclusive, rather than inclusive, meaning workflow instances are not returned if they do not match all options you're Filtering by.
To Search workflows:
- Select Advanced from the search area near the top right.
- Select a specific workflow to search from the drop-down list.
- Choose from the appropriate Filters and select Search.
Filters
Workflows are searchable based on 3 types of filters: System, Routes, and Custom Fields. Choose from any combination of the three.
System
- Content - data entered any custom field, including drop-down menus, list fields, and calendars.
- ID - the unique number assigned to a given workflow instance.
- Step - current step of a workflow instance.
- Initiator - the user who started the workflow.
Routes
- Start Date - End Date - for each Route in the workflow. The order reflects how the workflow is constructed (first step to last).
Custom Fields
- Custom Fields included in any step of the workflow - values contained in each custom field are searchable.
Search Results
All matches found based on your Filter options are returned in a grid that includes relevant information.
- Click the ID or title to open the workflow instance.
- Click Go Back to return to the Advanced Search page. Your previous filter information is still there.
- Click Export to XLSX to generate a spreadsheet of this grid for use in Microsoft Excel. Double-click the column lines to expand them to the proper width.
- Select Export to CSV to generate a spreadsheet of this grid in comma-separated format, primarily for use in other data analysis applications.