Use Search Builder

Use Search Builder to find all documents that match a specific condition or conditions in a field. Then, you can use the resulting subset of documents to perform an action, like imaging, foldering, or similar document actions.

Search Builder prompts for information based on what you select. For example, for Custodian, the resulting prompt requires you to pick custodians from a list. Other selections require more information. For example, date fields enable you to choose from a specific date, dates before or after a date, or dates between a set of dates.

You can view the search examples in the Search Examples tab within the Search Builder.

Perform the following procedure to build a search.

1. In the Main Menu, select Analyze>Inspect and then Search Builder.

   The image below shows the Search Builder.

   

2. If you create or update any fields or values after you open Inspect, click to display the latest information in Search Builder.

   • For example, after you open Inspect and then create a folder or a co-worker creates a folder, click this button to see the new folder in Search Builder.

3. To define search criteria, perform the following steps.
   1. Select the field for the criteria from the first dropdown.
   2. If applicable, choose an operator in the next dropdown.
   3. When an additional field appears, select or enter the appropriate information to complete your criteria as follows.
      • When the field contains text and the operator is includes, type the exact text or use wildcards (* or ?). For more information about wildcards, refer toSearch syntax guidance.
      • When the field allows multiple selections, follow these steps.
        1. Select one of the following operators.

           • includes all of these. For multiple-choice fields only. Select this option to return documents that contain all of the selected values.

           • includes any of these. For single-choice and multiple-choice fields. Select this option to return documents that contain any of the selected values.

           • none of these. For single-choice and multiple-choice fields. Select this option to return documents that do not contain the selected values.

        2. Select one or more options from the value field (or choose Select All), and then click outside of the criteria.
      • When the field contains a date, select an operator and supply the date or date range.
      • When the field contains a number, select an operator and supply the value or values.
   4. To add a criteria, follow these steps

      1. Do one of the following.

         • Click Plus in the existing criteria and define it.

         • In the Field pane, locate your field and drag it to the desired position in the Query builder. In the pane, you can search for fields. To view field details, click on it.

      2. Choose the logic you need to apply between criteria from the logical operator dropdown at the top center of the group.
         • Selected operators appear on the left side of the group.
4. To add a group, follow these steps.

   1. Hover over an existing group and click Add Group.

   2. Choose the logic you need to apply between groups from the logical operator dropdown at the top center of the existing group. 

      • Selected operators appear on the left side of the existing group.

      • A visual indicator for grouped conditions appears at the top center of the Query builder.

   3. Add criteria to the group as needed.

5. Modify the search as needed.

   1. To move a criteria, click the drag handle in the criteria and drag it up or down.
   2. To move a group, click the drag handle in the group and drag it up or down.
   3. To remove a criteria, click Minus in the criteria.
   4. To remove a group, hover over the group and click Delete.
      
      
6. To include family documents in your search results, select the Include Family checkbox.
7. Optional. To preview the search criteria you have built, click Preview. In the Search Preview dialog box, you can do the following.

   • To copy the search preview, click Copy Preview.

   • To copy the search string, click Copy Search String.

8. Optional. To save your selections, enter a name in the Search Name field and click Save Search.

9. Optional. To start a new search, click New Search.

10. Click Search.
11. You can view the documents in the Document List and the search string in the Search box. When you select the Include Family option for a search and run it, the Search box displays the family inclusion indicator.