Skip to content

Document Search

Overview

DMS by Simova offers a comprehensive Document Search Page, designed to help users in effortlessly locating documents stored within the Database, Azure Blob Storage, or SharePoint, which processed through the DMS system. This intuitive Document Search Page contains many customizable configurations, allowing users to finely tailor their searches. These advanced filtering options are instrumental in streamlining the quest for specific data, ensuring a smooth and efficient user experience.

In DMS it is possible to view documents coming from a previous process. DMS keeps this information as related documents. There are 2 ways to search for related documents in the document search.

Action

The action "Search Related Documents" can be used to open a page which will display the related Document entries, to perform the action, a document entry must be selected.

The search can also be used to search for related documents, If the search is used, and the "Document No. field is filled, a query will pop up if no document is found. If you click on yes, a new page for the related documents will open. On this page, the related document source is displayed. If you click on the entry count, the related documents from this source will be displayed.

Full Text Search

The Full Text Search function is available for the SharePoint and Azure Blob Storage repository, it is a powerful feature that delves deep into document content, extending beyond the confines of filenames or user-generated metadata. It posses the capability to explore the contents of the documents, providing users with a more thorough and comprehensive search experience. This means that it scans the actual content of documents, extracting each information and insights, thus enhancing the overall search accuracy and usability.

SharePoint

The Full Text Search is only available for the SharePoint repository with SharePoint Online authentication.

Azure Blob Storage

The Full Text Search is only available for the Azure Blob Storage repository with Azure Cognitive Search enabled. To configure the Azure Cognitive Search, please refer to the Azure Cognitive Search section.

Search

The Full Text Search can be used by entering a search term in the search text field under the group of Full Text Search in the DMS - Document Search. The search term can be a single word or a phrase. The search term can also be combined with other search filters.

Usage

The Full Text Search functionality offers support for logical operators, including AND, OR, and NOT. These operators serve as tools for users, enabling them to refine their search queries to pinpoint specific text with precision. By employing these logical operators, users can construct complex search queries that yield highly targeted results, streamlining the search process and ensuring that the retrieved documents align closely with their information needs. The Full Text Search also supports various data formats such as DOCX, XLSX, PPTX, PDF, etc.

Operator Description and Examples
AND Use to find all words documents, regardless of their relationship. For example, apples AND oranges finds all documents containing both apples and oranges, but the two terms might not be concurrent in the documents.
OR Use OR to find all documents containing either word or words. For example, a search for apples OR oranges finds all documents containing either of those fruits.
NOT Use NOT to exclude certain results. For example, invoice AND NOT January return documents containing the keywords invoice, but not January.

Warning

  • The logical operators must be written in capital letters, otherwise it will be recognize as a keyword.
  • Not all data format are supported such as JPG, PNG, PDF/A-3, etc.