Advanced Search for Files
The Search 
icon on your taskbar allows you to search for specific files in two ways:
Method | Description |
Metadata | Search by File Name, Doc Ref, Doc Title, or by the Publisher's name. |
File Content | Search for keywords within the body content of the file. |
NOTE: The File Content option is disabled when searching under the Distribution or Comments subtabs.
Column-Level Search and Filtering
Each column header includes its own search or filter tool.
When you hover over a column header, a Search
icon will appear, allowing you to narrow your results for that specific field.
EXAMPLE:
Filtering the Doc Ref column using the keyword A102 will display all files whose Document Reference contains A102.
You can apply multiple search filters at a time, and you can also save and share filter configurations. To learn more, click here.
Standard Filter Options for Files
The table below lists the standard Filter options available for files, including their input type, function, and how to use them.
NOTE:
Each filter has its own input type (dropdown, text box or date picker).
Selecting a filter will open a menu where you can enter the required input.
Standard Filter Options
Name | Input Type | What It Does | How to Use It |
Active / Inactive | Multiple Choice | Filters files that are active or inactive. | Choose from |
Activity Locks | Multiple Choice | Filters files with selected activities locked on them. | Search or select one or more options from the dropdown. |
Assigned By | Multiple Choice | Filters files with tasks assigned only by selected users. | Search for the name or select one or more options from the dropdown. |
Assigned By Org | Multiple Choice | Filters files with tasks assigned by users from selected organisations.
| Search or select one or more options from the dropdown. |
Assigned Date | Date Picker | Filters files with tasks assigned on a specific date, between chosen dates or within a selected timeframe. | Choose from Within, Between or On. Provide your input or pick a date from the calendar. |
Associated Form | Text Box | Filters files associated with the selected Form. | Enter a form ID in the text box. |
Associations / Attachments | Multiple Choice | Filters files with attachments or associations with other files, discussions, forms or revisions. | Search or select one or more options from the dropdown. |
Checked Out | Multiple Choice | Filters files by their checked-out status.
| Choose from Checked Out or Not Checked Out (multi-selection available). |
Comment Creation | Date Picker | Filters files that have comments created on a specific date, between chosen dates or within a selected timeframe. | Choose from Within, Between or On. Provide your input or pick a date from the calendar. |
Comment Creator | Multiple Choice | Filters files with comments made by selected users. | Search for the name or select one or more options from the dropdown. |
Comment Status | Multiple Choice | Filters files by read/unread comments. | Choose from Read or Unread (multi-selection available). |
Comment Title | Text Box | Filters files with comment titles matching your searched keyword(s). | Enter a full or partial name into the text box. |
Completion Date | Date Picker | Filters files with tasks completed on a specific date, between chosen dates or within a selected timeframe. | Choose from Within, Between or On. Provide your input or pick a date from the calendar. |
Date | Date Picker | Filters files published on a specific date, between chosen dates or within a selected timeframe. | Choose from Within, Between or On. Provide your input or pick a date from the calendar. |
Distributed | Multiple Choice | Filters files based on whether they have been distributed. | Choose from Yes, No or select both. |
Doc Ref | Text Box | Filters files with Doc Ref matching the searched keyword(s). | Enter a full or partial keyword (name/number) in the text box. |
Doc Title | Text Box | Filters files with Doc Title matching the searched keyword(s). | Enter a full or partial keyword (name/number) in the text box. |
Doc Type | Multiple Choice | Filters files based on their type.
| Choose from Documents, Emails or Placeholders (multi-selection available). |
Email CC | Multiple Choice | Filters files published through the aMail Outlook plugin by specific email IDs added in CC at the time of publishing. | Select one or more Email IDs from the dropdown.
|
Email Date | Date Picker | Filters files published via the aMail Outlook plugin on a specific date, between chosen dates or within a selected timeframe. | Choose from Within, Between or On. Provide your input or pick a date from the calendar. |
Email Importance | Multiple Choice | Filters files published through the aMail Outlook plugin by urgency: High, Low or None. | Choose from High, Medium, Low or Blank (multi-selection available). |
Email Originator | Multiple Choice | Filters files published via the aMail Outlook plugin from selected email addresses. | Search or select one or more names from the dropdown. |
Email Recipients | Multiple Choice | Filters files published via the aMail Outlook plugin that were sent to selected recipients. | Select one or more Email IDs from the dropdown.
|
Email Type | Multiple Choice | Filters files published via the aMail Outlook plugin by email type. | Choose from FWD, Original or Response (multi-selection available). |
File Name | Text Box | Filters Files with the matching keyword. | Enter a full or partial file name into the text box. |
Flag | Multiple Choice | Filters Files flagged based on their urgency: High, Medium, Low or None. | Choose from High, Medium, Low or Blank (multi-selection available). |
Folder Path | Text Box | Filters Files from the selected folder. | Enter a folder path as a search keyword.
|
Include Subfolders | Multiple Choice | Filters Files within or subfolders.
| Click Yes from the dropdown to include files located in subfolders. |
Last Status Change | Date Picker | Filters Files with status changes on a specific date, between chosen dates or within a selected timeframe. | Choose from Within, Between or On. Provide your input or pick a date from the calendar. |
Last Updated | Date Picker | Filters Files last updated on a specific date, between chosen dates or within a selected timeframe. | Choose from Within, Between or On. Provide your input or pick a date from the calendar. |
Linked Files | Multiple Choice | Filters files that are linked to folders in the same project or other projects, or excludes all linked files. | Choose from Exclude Linked Files, Only Linked Files or Source of Linked Files (multi-selection available). |
Message ID | Text Box | Filters files containing comments matching the chosen Message ID. | Enter a Message ID in the text box. |
Originator Org | Multiple Choice | Filters files by the originator’s organisation (the organisation that created the file, even if they were not the one who published it). | Search for the organisation or select one or more options from the dropdown. |
Public / Private | Multiple Choice | Filters files marked as private or public. | Choose from Public Only or Private Only (multi-selection available). |
Publisher | Multiple Choice | Filters files published by selected users. | Search or select one or more names from the dropdown. |
Publisher Organisation | Multiple Choice | Filters files by the publisher's organisation (the organisation that published the file, even if they were not the one who created it). | Search for the organisation or select one or more options from the dropdown. |
Purpose of Issue | Multiple Choice | Filters files that have the selected Purpose of Issue. | Select one or more options in the dropdown. |
Recipient | Multiple Choice | Filters files distributed to selected recipients. | Select one or more options in the dropdown. |
Recipient Org | Multiple Choice | Filters files distributed to recipients from selected organisation(s). | Select one or more options in the dropdown. |
Recipient Task | Multiple Choice | Filters files distributed with selected tasks assigned to their recipients. | Select one or more options in the dropdown. |
Reference Files | Text Box | Filters files published as a reference to an existing file via aMail, where the file information matches the specified text. | Type in keywords from a reference file name. |
Rev | Text Box | Filters files that match the searched Revision Number. | Type in the required revision number. |
Revision Id | Text Box | Filters files that match the searched Revision ID.
| Enter the full or partial Revision ID. |
Revisions | Multiple Choice | Filters only the latest file revisions (Current Set), the superseded ones or both. | Choose from Current Set or Superseded. Users can select both. |
Secondary File | Multiple Choice | Filters files that have a secondary file. | Choose from Yes, No or select both. |
Status | Multiple Choice | Filters all the files that have the chosen status(es). | Search for the required file status or select from the dropdown (multi-selection available). |
Task Due Date | Date Picker | Filters files that have tasks matching the specified due dates. | Choose from Within, Between, On, Today or Blank. Provide your input or pick a date from the calendar. |
Task Status | Multiple Choice | Filters files that have tasks with selected statuses. | Search for the required status or select from the dropdown (multi-selection available). |
Transmittal No. | Text Box | Filters files with the selected Transmittal Number. | Enter the required file Transmittal Number.
|
Ver | Text Box | Filters files that have a specific version number. | Enter the needed version number. |
Workflow Status | Multiple Choice | Filters files that have the selected workflow status. | Select a workflow status from the dropdown (multi-selection available). |
NOTE: To filter files based on their custom attributes, check Filter Options for Custom Attributes.
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