Search documents

One of the most important core functions is the fast search of documents by any term within seconds in millions of files.

The search in the app searches in all data for a document. This can be:

• Meta data of documents, e.g. author of an Office document
• Individual tags from the document types and tag sets
• Full text of numerous file types, such as Office files, PDF or scanned documents

Start search

Search in a vault

1. 1.

   Select Me in the topic bar.

2. 2.

   Select the desired folder in which you want to search.

3. 3.

   Select Search in the topic bar.

4. 4.

   Enter the terms to be searched for in the input field that appears and confirm the search start with the Enter key.

5. 5.

   The search result can then be evaluated.

Search in all vauls

This type of search is also known as a global search.

1. 1.

   Select Me in the topic bar.

2. 2.

   Select Search in the topic bar.

3. 3.

   Enter the search terms in the text box that appears and press Enter to start the search. Alternatively, you can select one of the search options displayed below the search box (saved searches, search queries, etc.).

4. 4.

   The search result can then be evaluated.

Tips for search input

Several search terms can be entered in the input field. As a result, the app returns all documents containing these search terms separately. It is not relevant here whether they are next to each other.

To find directly adjacent search terms, place these terms in quotation marks, e.g. "Hans Zimmer".

If the end of the search term is variable, the rest of a search term can be marked with an * asterisk, e.g. Baum*. This would then find all word variations beginning with Baum , e.g. Baumhaus or Baumstamm.

To keep specific characters in the search term variable, the relevant characters can be replaced by a ? question mark, e.g. 26??1. This would return all numbers with 5 digits starting with 26 and ending with 1.

The variants listed here cannot be combined with each other.

Use search suggestions

Lists also appear as search suggestions in the dialog for entering search terms.

Last simple searches

After logging in to the app, completed searches are offered for reuse in the search dialog.

The Last simple searches list shows the terms searched for. The number next to the terms indicates the number of recent hits. Under the search terms per entry, it is displayed whether the search was last carried out as a global search or in a folder (with folder name).

1. 1.

   Select one of the previous searches by double-clicking or double-tapping to run it again without changing it.

2. 2.

   Alternatively, you can select one of your previous searches by clicking or tapping on it to copy the relevant search terms into the top search bar.

3. 3.

   Adjust the search terms and start the search again by pressing Enter.

4. 4.

   The search result can then be evaluated.

Saved searches

The app offers three predefined searches for execution in the global search:

• Favorites
• Newest documents
• Recently edited documents

1. 1.

   Select one of the standard searches with a click or a touch.

Saved search queries

When searching in a folder, saved search queries may also be displayed.

Search queries are made generally available to all users and displayed with an orange symbol in the list.

Personal search queries only apply to the logged-in user and are displayed with a green symbol in the list.

Trigger search via hotkey

In the Windows app, a search can be started directly for the app from many applications.

This is a very fast and cost-effective way of finding receipts or documents directly in the app from many applications and displaying them directly.

1. 1.

   Start the Windows app and log in.

2. 2.

   Start any application in Windows.

3. 3.

   Mark the terms to be searched for in the application.

4. 4.

   Press the CTRL + ALT + A keys simultaneously.

5. 5.

   The app should start in the foreground and trigger the search with the previously marked terms.

Trigger search via Share

On modern mobile operating systems, the Share dialog allows you to transfer text to another application.

If pure text is transmitted to the app via sharing, the app triggers a search for this text in the same way as the hotkey search.

Use search result

The interpretation of the search results depends on the number of hits:

• If the search finds several documents, a list of these documents appears.
• If the search only finds a single document, this is displayed directly in the full-page preview.
• If there is a search hit in the preview, the app automatically switches to the page of the first hit.

Sources

Clicking or touching a document from the file list of a search result displays the full-page preview.

The app tries to highlight the search terms found in the preview pages in color. Each search term is displayed in the preview and in the search results display with a different color for each search term.

If the app can offer sources, i.e. in features or in the text, a list of sources appears automatically in the full-page preview.

The list of sources shows either the characteristics found or a list with page numbers and a text excerpt from the sources.

Use location display

1. 1.

   Select one of the page numbers in the sources display to switch to the relevant preview page.

Clouse sources dialog

1. 1.

   Select the X at the bottom right of the sources dialog to close it.

2. 2.

   The regular action button is then available with all the options of the document.

3. 3.

   To return to the locations of this document, select the action button and then the symbol for the sources dialog (or, if you hold down the action button in the dialog, select the view Sources.

Trigger search, copy and share from preview

In the preview of a page, terms can be marked and used further via the quick actions that then appear.

• Highlight texts in preview
• Trigger global or local search from preview
• Share texts from preview