This article covers advanced search queries with filters and boolean operators.
Learn more about the basics of the AODocs search feature: Search for documents in your Document Management library.
AODocs provides advanced ways of searching and filtering files in your libraries. You can search documents by filtering on views, and you can also use search operators to focus your search on a specific property or combination of properties.
Note: When searching in a view where the Display documents from other classes feature is enabled, using the advanced search operators described in this article will automatically filter out documents that are not in the views' main document class. Learn more: Configure list views and Manage list views.
|Searching for text fields|
|Searching for date fields|
|Searching for numerical fields|
|Searching for system generated fields|
Searching for text fields
You can search for text fields in the document’s:
- system and custom properties
- description field
- attachments (if you select the Search in attached files option)
To search for a single word:
1. Type your keyword in the search bar. For example, type apple.
2. Press search or hit Enter. The search is applied as follows:
- The search in the document’s properties looks for the exact keyword and is not case sensitive, so the properties must contain the exact keyword.
For example, if a property of the document is "apples" or "Red Apple", the document will not be displayed as a valid search result. If a property of the document is "apple" or "Apple", the document will be part of search result.
- The search in the document’s description supports partial wording and is not case sensitive.
For example, if the document’s description contains "apple", "apples" or any text containing these words, the document will match)
3. Select the Search in attached files option.
The search results will include all documents that contain the word “apple” in the attachments. AODocs will search within the textual content of any file format, including image files, using Google Drive's built-in optical character recognition (OCR) conversion.
To search for an expression or exact words in a given order:
1. Type your expression and surround it by double quotes (“”). For example, to search for the term Apple Macbook, type: “apple macbook”.
Note: This search is not case sensitive so the queries “apple macbook”, “Apple MacBook” and “aPPle maCbOok” will return exactly the same list of search results.
5. To narrow down your search to display results that contain your query only in the properties of your documents, type the property name and the query in the search bar separated by a colon.
For example, to search for all documents with the property Preferred Reseller as amazon, type: “Preferred Reseller”:amazon
6. Press search.
The name of the property is case sensitive and must match exactly what is defined in your document class. If you search for "Preferred reseller": Amazon, the search won't work.
Searching for date fields
You can search for date fields in the document’s properties.
1. Type a date in the YYYY-MM-DD format.
The search results display all the documents containing the searched date in any property field.
2. To narrow down the search to a specific property field, type the property name and the date query in the search bar separated by a colon.
Use quotations in case the property field contains more than one word. You can also use the < , <= , > , >= relational operators to perform advanced search on date fields.
For example, to search for all documents with the Available Date property field before 31 August 2015, type: “Availability Date”<2021-08-31.
Searching for numerical fields
You can search for decimal or integer type numerical fields in the document’s properties:
1. Type the property name and the numerical value query in the search bar separated by a colon. Use quotations in case the property field contains more than one word. Use the < , <= , > , >= relational operators to perform advanced search on numerical fields.
For example, to search for all documents with Integer type numerical property field Price over 649, type: “Price”>649.
Searching for system generated fields
You can search systems fields of documents:
These are the searchable fields:
- title: filter on the title of the document
- class: filter on a specific document class
- creation_date: date field to filter on the creation date of the document
- last_update_date: date field to filter on the update date of the document
- created_by: filter by creator name - add an email address after this query
- updated_by: filter by name of last update name - add an email address after this query
- state: filter by status if you have implemented a workflow in your database. Use the exact status name as the one you set. You can use quotes.
- incomplete: filter the document which have missing mandatory fields (is a boolean: true or false)
All search operations for the fields described above can be combined using the boolean operators AND, NOT & OR to perform a range of search functionalities. The boolean operators must be in upper case.
For example, to search for all documents with the preferred reseller amazon costing 649$ or less, type: “Preferred Reseller”:amazon AND “Price”<=649.
To search for property fields and documents simultaneously, use parenthesis to separate the property and regular search.
For example, to search for all documents with the Preferred reseller amazon costing 649$ or less which contain the word Asus, type: (“Preferred Reseller”:amazon AND Price<=649) AND Asus.