SiteVault uses a powerful search engine to help you find documents and attachments. You can perform basic searches from the primary search bar or carry out more detailed searches using Advanced Search. From the primary search bar, you may also be able to select the type document that you’d like to find.

About Document Searches

When searching for documents, you select either All Documents or a specific document type in the search bar. The document search finds documents with field values that match the search terms and then highlights matching text when displaying search results. The search and highlight include any words configured as synonyms for your search terms as well as words matched by stemming.

For more detailed searches that may include document content (full-text search) and attachments, you can use Advanced Search.

In some situations, SiteVault converts your search terms into relevant filters using Smart Filtering.

About Searching Reports

To search across reports, select Reports in the search bar. Vault searches within the report’s name, report type, description, and most fields. SiteVault displays the matching reports in a filtered view in the Reports tab. To save this view for future use, click Save View As.

How to Use Basic Search

Basic Search allows you to perform simple queries by searching within document fields.

To search within document fields:

1. In the search bar’s drop-down menu, select the documents you want to search.
2. Click into the search field in the primary navigation bar. SiteVault automatically displays the most recently viewed documents. If you’re looking for one of these, click on it from the preview list. If not, continue with the next steps.
3. Start typing one or more terms in the search box. To search an exact string, use double quotes around the terms (“patient education”). The preview list updates with each character you enter to suggest search terms and up to five (5) relevant results.
4. Choose a document from the preview list, press Enter to see all results, or click Advanced Search to perform a more complex query.
5. Optional: If the search result set is too large, apply filters on the search results page to help find the document. SiteVault preserves filter settings when you modify your search, initiate a new one, or initiate an Advanced Search.
6. From the search results page, click on the document name to view it.

If the search result set is too large, you can apply filters on the search results page to help find specific documents. SiteVault preserves filter settings when you modify your search or initiate a new search.

When clicking into the search field in most areas of SiteVault, search defaults to all documents in the Library tab.

How to Use Advanced Search

Advanced Search allows you to perform more complex queries for documents by searching within specific fields, including attachments, changing the search operator, and searching within document content.

To use Advanced Search:

1. Click the binoculars icon from the search bar or Advanced Search from the search preview list. Vault preserves filter settings when you start an Advanced Search.
2. Fill in as many criteria as needed. If configured, you can perform an expanded search on a specific tab or collection by selecting it from the Search In drop-down.
3. To perform a general search in addition to the field-specific search you’ve entered, select Include Content in the Search Scope and enter the search terms in either the Any of these words or All of these words fields, depending on which search operator you want to use. You can use both fields if needed.

By default, searches include document and document fields only. Select Include Content to include document content when using Advanced Search. Select Include Attachments to search for matches in document attachments.

If you enter a search term in the All of the words field with both Include Content and Include Attachments selected, SiteVault performs a separate search for each search scope. In addition, a third search is performed in the document’s metadata. The search term must appear in at least one of the search scopes to generate results.

Searching within a Saved View

SiteVault allows you to search within any standard or saved view, preserving all filters and view settings when you conduct the search. To do this, select the view you wish to search in. The name of the view appears in the search bar to let you know in which view you are searching.

After you receive your search results, you can continue to add and remove filters. Click Save View to update the view with any new filter settings.

SiteVault does not apply smart filtering if there is at least one filter already applied.

About Missing Documents

If you cannot find a document by searching, there are several possibilities:

• You have not been assigned permission to view the document. Only documents that you have permission to view appear in your search results. You can be assigned to a role on the document that has no permissions for the document’s current state.
• Your search term doesn’t match because of a spelling error in your search entry, the document’s fields, or the document content. SiteVault does not suggest alternate spellings like Google search.
• The document does not exist or has been deleted.

Limitations

The maximum length of each search term is 250 characters.