This article discusses the different ways to search and organize your documents in Filevine.
Where to Search
| Search | What documents can you search? | What information can you search by? | How to perform a more advanced search |
|---|---|---|---|
| Documents Page | all documents across the Org (with the option to switch Orgs if applicable) | search a document by its title, content, or metadata | use the Documents page filters, or use Filevine’s search syntax |
| Docs Section | all documents in that project | search a document by its title | filter the section by metadata like uploader, email date ranges, and more |
| Search Deeper | all Org- or project-level documents, depending on where it’s opened | search a document by its title, content, or metadata | use Filevine’s search syntax |
Document Page
Navigate to the page by selecting Documents from the main menu.
On the Documents page, you can search documents across all of your projects. Any document added to a project in your Org, including archived projects, appears. (Files associated with hidden projects or no projects do not appear.)
Enter a search term and click Search to bring up a list of the Org’s documents with all document information. You can search a document by its title, content, metadata, and more.
The expanded view of search results displays breadcrumbs of where the document exists in the project’s folder structure, as well as the page number and the places in the document where the search term occurs. Click a search term in this display to open a new tab previewing the document, with the term searched and highlighted throughout the document. Click any of the folders displayed in the breadcrumbs to go to that folder in the project.
Docs Section
Find the project where you’d like to search for documents, and then click the Docs section in the left side menu of the project. Use the Search filenames and folders field at the top of the section to search documents or folders by their names.
Tip
Click Search Deeper next to the search bar here to open Filevine’s more advanced search, where you can search document content.
In the Docs section, you can also use the filters to view document based on any of the following criteria:
- Updated by
- Email from
- Email to
- Uploaded date
- Last edited date
- Email sent on
- Email received on
- Tags
Search Deeper
Search Deeper can be accessed:
- from Filevine, click main menu > Search: search across the Org
- in a project, click Search in the left side menu: search within the project
- in a project, click on the Docs section in the left side menu, then click Search Deeper next to the Docs section search bar: search within the project, already filtered to documents
Search Deeper has an Options button, which can help you filter your search by notes, email, faxes, etc. Here you can also choose to sort the results by either relevance or last activity, and choose whether to include archived projects and whether to open any result you click on in a new tab.
To perform advanced searches in Search Deeper, use Filevine’s search query syntax.
Document Content Search (Intra-Doc Search)
Indexing and OCR (Optical Character Recognition) allows for intra-doc search, meaning that users can pinpoint the exact location of the search term within the document. When users search a document, the search term matches are highlighted within the search preview and in the previewer.
Search term results act as links. Clicking on a search term result opens the previewer in a separate tab and takes you directly to the location of that result in the document. For example, if you searched the term “activity,” and clicked on a search term match on page ten of the document, the new previewer tab would take you to page ten of that document.
In the previewer, the search flyout opens on the right, displaying all instances of the search result. You can click through to switch between these results in the document. For documents that have been document content indexed (DCI), the search term results are highlighted in the document.
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