Introducing Content Search: Making Documents Searchable

"Content Search" is a type of search that allows users to find specific text within documents.

This process involves scanning all documents (of supported formats) added to the system for their text content, indexing the content, and making it searchable.

Documents that support content search are located in:

• Attachments

• Background drawings

• Notes in redline and change requests

Usage

Open the advanced search view:

Open

On the Search window, choose Content search:

Enter your query (minimum of 4 letters) and click the "Search" button or press Enter key.

Open

Search results:

• View (Eye icon): This feature can be used to locate the result in the main explorer.

• Object Information (Tag icon): Use this option to view the full metadata of the "owner object."

• Type: Represents the type of file that was found (e.g. PDF, Word, Excel, etc).

• File Name: Represents the found file name.

• File Title: If possible to extract, represents a title found in the document (e.g. Word document title).

• Object: Represents a type of owner object:

  • Drawing - The text was found in a background drawing

  • Attachment - The text was found in a file that is stored as an Attachment

  • Note - The text was found as part of a Note located on a drawing (either Redline or Change Request)

• Location: Provides access to all paths where the document is located.

• Path: Offers a quick view for the path where the object is located. Please note that only the first path is displayed. A red asterisk at the end of the path indicates that there are more paths available – use the location view to examine all paths.

• Name: Denotes the name of the owner document (where t he attachment is linked or where t he Note i s present).

• Class Name: Reflects the Type/Class of t he owner object

Alternative results view

Results can alternatively be presented in the follwoing view:

Please use the “Compact view” toggle to switch between this and compact view (standard grid view with thin/compact rows)

Configuration

Content search is performed based on default configuration, that can be changed in the:

System Settings → System Services → Search

General

In the General settings, you can select an Indexing language. It is recommended to choose the language that matches the majority of the content in the system.

If you have a lot of mixed content, selecting the "Simple" indexing option can yield better results.

Please note that changing this setting will trigger a system-wide update of the index. However, it will not rescan the documents.

File Index Status

The file index status provides a list of all files in the system that can potentially be indexed for search. You can use the filter buttons to select files in a specific state.

Please take note of the Index all / Index selected buttons, which allow you to re-read the content of the files. It's important to be aware that running this command for all files in the system might be time-consuming.

Indexable Formats

The indexable formats list includes all the supported formats for indexing.