Your workspace
Searching and actually finding
Search by what the document says, not by where you think you filed it.
Most people search by navigating: they open the folder they think they remember and work down. It is slow and it fails exactly when someone else filed it. Searching by what the document says always works.
What to search for to find it sooner
| Instead of… | Search… |
|---|---|
| "contract" | The company name or its tax ID |
| "insurance 2024" | The policy number |
| "the one for that site" | The site address |
| "what Juan sent" | What the document says; the sender is a filter, not a search |
When too many results come back
Filter by date, document type or owner. It is faster than refining the search with more words, which usually yields nothing at all.
Worth knowing
If you search for something three times in a week, it is not a search problem: that document deserves to be linked from where you work.
Watch out
You only find what you can see. If a colleague swears they uploaded something and it does not appear for you, check permissions before searching harder.
›Does it search inside scanned documents?
Yes, if they were read on upload.
›Can I search by an extracted value?
Yes, and it is the most precise: expiry dates, amounts, identifiers.
›Will it find things if I type without accents?
Yes, and with or without capitals.
A real case
The situation
Someone needs a supplier's insurance and does not know who filed it.
What you do
- Searches the supplier's tax ID
What you get
Their four documents come up, insurance included, without opening a single folder.
The situation
A search by file name returns nothing.
What you do
- Searches by something the content says
What you get
Finding stops depending on what it was called.
The situation
The search returns hundreds of results.
What you do
- Filters by file, date or type
What you get
You reach the specific one.
The situation
A document exists and one person cannot see it.
What you do
- Checks whether they have access to that file
What you get
A search fault is ruled out.
The situation
A field is searched for and it was never extracted.
What you do
- Adds that field to the extraction
What you get
Search finds what is needed.
The situation
Old scans do not appear in searches.
What you do
- Checks whether they were processed on upload
What you get
The history becomes searchable.
This article answers
- i cannot find a document
- search inside pdf content
- search by tax id or registration
- filter documents by date