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Document Search

This guide covers how to find documents in the Vault using search, filters, and recent file access.

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Accessing Search

Navigate to Vault from the sidebar or go to /vault The search bar appears at the top of the document list.

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Basic Search

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Text Search

Find documents by name:

1. Click in the search box
2. Type your search term
3. Results appear as you type
4. Click a result to open

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What Gets Searched

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Search Tips

• Use partial words: “contr” finds “contract”
• Search is case-insensitive
• Multiple words narrow results
• Special characters are ignored

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Quick Access Filters

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Predefined Filters

Access common document groups:

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Using Quick Filters

1. Go to Vault
2. Click a filter tab
3. View filtered documents
4. Combine with search for refined results

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Advanced Filtering

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Filter by Type

Narrow results to specific document types:

1. Click the Type filter
2. Select one or more types
3. Only matching documents appear
4. Clear filter to see all

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Filter by Date

Find documents by upload or modification date:

1. Click the Date filter
2. Select a date range:
   • Today
   • Last 7 days
   • Last 30 days
   • Custom range
3. View documents from that period

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Filter by Tags

Search using applied tags:

1. Click the Tags filter
2. Select one or more tags
3. Documents with those tags appear
4. Multiple tags narrow results (AND logic)

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Filter by Linked Record

Find documents linked to specific records:

1. Click the Linked to filter
2. Select record type (Customer, Job, Asset)
3. Search for the specific record
4. View all documents linked to it

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Combining Filters

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Using Multiple Filters

Combine filters to narrow results:

1. Apply a type filter (e.g., Contracts)
2. Add a date filter (e.g., Last 30 days)
3. Add a tag filter (e.g., “pending-review”)
4. Add text search if needed

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Filter Logic

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Clearing Filters

Reset to see all documents:

• Click Clear All to remove all filters
• Click the X on individual filter chips
• Clear the search box

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Recent Documents

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Accessing Recent Files

Find recently accessed documents:

1. Go to Vault
2. Look for Recent section or tab
3. See your recently viewed/uploaded files
4. Click to open quickly

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Recent Documents Shows

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Search Results

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Understanding Results

Search results display:

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Sorting Results

Change result order:

1. Click column headers to sort
2. Click again to reverse order
3. Default sort: most recent first

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Result Actions

From the results list:

• Click to open document details
• Right-click for quick actions
• Use checkboxes for bulk actions

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Saved Searches

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Creating a Saved Search

Save frequently used filter combinations:

1. Apply your filters and search
2. Click Save Search
3. Enter a name (e.g., “Pending Contracts 2024”)
4. Click Save

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Using Saved Searches

Access your saved searches:

1. Click Saved Searches
2. Select from the list
3. Filters apply automatically
4. View matching documents

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Managing Saved Searches

Edit or delete saved searches:

1. Go to Saved Searches
2. Click the menu icon on a search
3. Select Edit or Delete

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Search from Anywhere

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Global Search

Use the dashboard search bar:

1. Click the global search icon (top of page)
2. Type your search term
3. Look for documents in results
4. Click to navigate to the document

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Search Within Records

Find documents from linked records:

1. Open a record (Customer, Job, Asset)
2. Go to the Documents tab
3. Use the search box within that tab
4. Find documents linked to that record

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Best Practices

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Effective Searching

• Start broad, then add filters to narrow
• Use consistent naming for better search
• Apply tags when uploading
• Link documents to records

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Organizing for Search

• Use descriptive filenames
• Apply document types consistently
• Tag with searchable keywords
• Maintain linking relationships

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Regular Maintenance

• Review untagged documents periodically
• Update document types if miscategorized
• Remove duplicate files
• Archive old documents appropriately

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Troubleshooting

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No Results Found

1. Check spelling in search term
2. Remove some filters
3. Try partial word search
4. Clear all filters and start fresh
5. Verify document was uploaded

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Wrong Documents Appearing

1. Review applied filters
2. Check if search is too broad
3. Add more specific filters
4. Use document type filter

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Search Slow

1. Reduce number of active filters
2. Be more specific with search terms
3. Check your internet connection
4. Refresh the page

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Cannot Find Known Document

1. Clear all filters first
2. Search by exact filename
3. Check document type filter
4. Look in linked records
5. Verify you have access to the document

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