Using the Search Results Tab

The Search Results tab displays all the files that met the criteria of a search. You can narrow the list of search results using the grid filters. These filters are the same filters used on other Document grids. The Search Results tab has two additional types of filters that you can use as well:

  • ClosedAvailable entity filters allow you to filter the search results by entities.

    Click an entity in the Available Entities pane to filter the search results by that entity.

    Note: If the Available Entities pane is not visible, click Layout > Navigation on the Search Results tab toolbar to open this pane.

    If the entity you want to filter by is not displayed, use one of the following methods to find the entity:

    • Enter the entity name in the Enter text to filter box.
    • ClosedSelect specific entity filters.
      1. Click at the top of the Available Entities pane.
      2. Select Closedfilters as needed.
      3. Click Filter.

      Note: To remove the entity filters, click Show all.

  • ClosedQuick Filters offer a way to filter search results by file metadata. You can also use Quick Filters to append additional search criteria.
    1. If the Quick Filters section does not display, click in the top-right corner of the tab.
    2. Select filters in each of the following sections as needed:
      • ClosedUsers. Filters the search results by actions performed by specific users.
        1. Select one or more Closedactions.
        2. In the Name box, select the user who performed the selected actions.
        3. Click the filter button.
      • ClosedDates. Filters the search results by the dates that certain actions occurred.
        1. Select one or more date Closedfields.
        2. In the Date box, select the date the actions occurred.
        3. Click the filter button.
    3. If needed, you can search within the search results by Closedappending search criteria.
      1. Enter the text to search for in the Append search criteria box.
      2. Click Append criteria.
      3. If needed, click Remove appended criteria to return to the original search.

To clear any filters you have applied to the search results, click Reset Grid on the Search Results tab toolbar.

ClosedTell me about the columns in the grid.

Column Description
Business Unit Displays the business unit associated with the file.
Class Displays the class assigned to the file. Classes provide a way to categorize, organize, and set retention periods for files.
Created By Displays the user name of the person who added the file.
Date Created Displays the date the file was added to Document.
Date Modified Displays the date the file was last edited.
Document Type Displays the document type assigned to the file. Document types are set up by your firm and provide an additional level of classification beyond class and subclass.
Entity ID Displays the ID of the entity associated with the file. The entity ID is a combination of the client ID and client sub-ID (if a sub-ID exists).
Entity Name The name of the entity associated with the file.
Expiration Date The expiration date, if set, for the file.
File ID The ID associated with the file.
File Location The location of the file. If a file has been added to managed storage, the column is blank. Files added to extended storage display. Files that have been archived display.
Folder The folder where the file is stored.
Keywords Keywords associated with the file, if any. Keywords can be used as search criteria to help locate the file at a later date.
Modified By The name of the user who last modified the file.
Office The office associated with the file.
Permanent Indicates if the file has been marked as permanent.
Size (KB) The size of the file.
Subclass The subclass assigned to the file. Subclasses are initially created during firm setup and provide an additional level of organization for files. The available subclasses are based on the class selected.
Type The file type.
Workstream Project The ID and name of the Workstream project associated with the file, if there is one. Clicking the link in this column opens the project's route sheet. This column is only available if your firm licenses Workstream. It is only used for client entities.
Year The year associated with the file.

Exporting Search Results

You can export your search results to a CSV file. To export search results, do the following:

  1. Verify that all the data you want to export is displayed on the grid. If needed, you can add columns for other fields before exporting the search results.
  2. Click the Export button in the toolbar above the Search Results grid.
  3. Select to either open or save the CSV file.
  4. Select the location where you want to save the file.
  5. Click Save.

Saving a Search

You can save the search criteria for a Quick Search on the Search Results tab. You cannot, however, save the search criteria for an Advanced Search using this tab. See Saving a Search for more information.

Note: Filters applied on the Search Results tab are not saved as part of a search.

Changing the Appearance of the Search Results Tab

In addition to the Search Results grid, you can display the following panes on this tab if needed:

  • Details Pane. Displays metadata for a file selected in the Search Results grid. 
  • Preview Pane. Displays a preview of a file selected in the Search Results grid.
  • Navigation Pane. Displays a list of the entities that you can use to filter the search results.

To display these panes, click Layout followed by the pane name on the Search Results tab toolbar.