Document Manager search problem

[peterhock]

1. I am using document manager as a document database. I realize that if I click on a category then that filters just on that category. However, is there any way of searching the database for a category (I have an XL company) without having to look through many pages or would I require a power user subscription to download the documents?

2. Can or should old documents be archived? If so, how?

[QFBeth]

Hi @peterhock,

If you have an XL company then you will be required to have a Power User Subscription anyway but to search you just need to click the search button at the top of the document manager screen:

You can then select the folder for which you want to view, the folder choice is the same as the category.

@peterhock

Can or should old documents be archived? If so, how?

can you clarify what you mean by old documents?

[alan_mcbrien]

To improve the “Search” facility there is a necessity to have a standard format for saving files in DM.

For instance with bank statements I use the following format;

allflintshirecreditunion_1997-09-10_savings-160-BNKSTTMNT
allflintshirecreditunion_1997-09-10_loan-160-BNKSTTMNT

The first tag is the name of the bank or credit union in the above examples, followed by the date (reversed) and then a description of the particular account.

By formatting the files using this method there are number of searches that can be acheived;

• allflintshirecreditu - shows all files saved with this tag
• ntshirecreditu_1997 - shows all documents from 1997
• hirecreditu_1997-09 - shows all documents from September 1997
• savings-160-BNKSTTMN - shows all bank statements for Savings Account 160
• loan-160-BNKSTTMNT - shows all bank statements for Loan Account 160