Before starting this tutorial, consider whether you have filed enough Documents to make retrieving Documents worthwhile. You will learn the most from this tutorial when your system contains enough filed Documents to produce varied and meaningful search results.
Document and Folder indices are owned by File Cabinets; therefore, lets start by selecting a File Cabinet in which to search.
Open the File Cabinets menu and select the Correspondence menu item.
To search by Document Description, select the Document Description option box.
Next, enter your search criteria into the Document Description text box.
We entered "doc" to take advantage of the implicit, trailing wildcard.
Click the Search button.
Description search results are shown below.
The Executive Assistant lets you view Documents in a secondary window, thereby allowing you to view several Documents at the same time, regardless of whether they're from the same or different searches. This secondary viewer can remain open during subsequent searches.
To view several Documents at the same time, select a Document and click the Document menu item to open the secondary viewer. Next, minimize the secondary view to return to the Search Results page.
On the Search Results page, select another Document and click the Document menu item to open yet another secondary viewer. Repeat this process for each Document you would like to view.
Now that you have searched by Document Description, you may want to execute another search.
To return to the original View Documents screen from the Search Results screen, open the File menu and select the Search menu item.
Instead of searching for Documents, we'll target Folders this time. To demonstrate explicit wildcards, let's search for all Folders pertaining to people rather than companies.
First, select the Folder Name option and enter "%," into the text box. The explicit wildcard (%) denotes anything before a comma counts as a match. The implicit, trailing wildcard allows everything after a comma to count as a hit.
Search results include the appropriate Folders and all Documents within each Folder.
If you've imported non-image Documents as the Import Documents to Queue tutorial instructed, let's find them now. In our example, we've found the "index.html" file in the results of the search for Folders pertaining to people.
To open the Document in its external application, open the File menu and select the Open menu item.
Your internet browser should open and display the selected file.
Next, let's extract the Document to be emailed.
With the Document to be emailed selected, open the File menu and select the Email menu item. If possible, select a multipage TIFF Document to demonstrate everything you can do with email.
In the Email dialog, note the path to the Email Directory.
For the File Page Options, select Page and enter "2-4" (or some appropriate page range) into the Page text box. For the File Type Options, select TIFF and change the File Name to something appropriate, such as "doc2-4".
Finally, click the Send File to Email Directory button.
Your file should appear in the Files in Email Directory list. Now you are ready to use your email client to browse to the Email Directory and send the file as an attachment.
Next, let's search by Folder Index to demonstrate the powerful capabilities of Document and Folder Indices.
To return to the original View Documents screen from the Search Results screen, open the File menu and select the Search menu item.
Choose the Folder Index option box and select "Or Search - Match any specified Index Value".
If you've followed the File Documents tutorial, Social Security Number and Date of Birth search boxes should appear.
For Social Security Number, enter "123-45-6789".
For Date of Birth, check the Range check box and enter "1/1/1950" for the lower boundary. Leave today's date for the upper boundary.
Click the Search button.
If you've followed the File Documents tutorial, your Folder Index search results should include the "Brown, Jackson" and "Rose, Madelyn" Folders because both Date of Birth Index Values fall within the range specified.
Open the File menu and select the Search menu item to return to the search screen.
Select "And Search - Match all specified Index Values" in the list box and click the Search button.
If you've followed the File Documents tutorial, your Folder Index search results should not include the "Rose, Madelyn" Folder because its Social Security Number Index Value does not match the value specified.