Search tips for documents

Draft comment:
This topic is shared by BAW, CP4BA. Last updated on 2025-03-13 12:15

If the repository supports content-based searches, you can search for documents that contain a specified word or phrase. Depending on how the repository is configured, you can also search for documents whose properties contain a specified word or phrase.

If the repository supports content-based searches, the Keyword field is included in the Search window when you:

Click Add > Add Document from Repository on the Documents tab in the Case Information widget.
Click Add in the Attachment widget and then select Add Document from Repository.

You can refine your search by using operators in the search term.

If you search by document name, only the current version document names are searched.

Remember: The document version or properties that are displayed in Case Client depend on the type of widget where you view the document or properties.

Widget name and view	Version used
Attachment widget, attachment name	Current version document name
Documents view for the Case Information widget, document name	Major version (released) document name
Attachment widget, document properties Documents view for the Case Information widget, document properties	Current version document properties
Viewer widget	Current version document

In addition, an attachment can be defined to use a specific version of a document. The Attachment widget will always display the specific version of the document and the properties for that version even if more recent versions exist.

Searching for exact words or phrases

You can search for an exact phrase by enclosing it in double quotation marks ("). For example, the search term "insurance claim" searches for the two-word phrase insurance claim, not the separate words insurance and claim. The search term insurance claim, without the quotation marks, searches for the separate words insurance and claim.

Searching with wildcard characters

You can use the following wildcard characters:

Asterisk (*): Represents multiple unknown characters in the term. For example, the search term par* returns documents that contain the words partly, participate, partial, and other words beginning with par.
Question mark (?): Represents a single unknown character. For example, the search term par? returns documents that contain part, but not partial or partly.
Restriction: The question mark (?) wildcard character can be used only in the middle or end of search strings and only if you are using a Content Platform Engine object store. You cannot use the question mark at the beginning of a search query, such as ?part.

Searching with Boolean operators

You can use the following Boolean operators in the search query: AND, OR, or the minus sign (-). The minus sign is the same as the Boolean NOT operator. You can also use the Boolean operators in combinations by using parentheses.

Table 1. Examples of search terms with Boolean operators
Search term	Results
`automobile AND "major loss"`	Narrows the search to include documents that must contain both the term automobile and the phrase major loss anywhere in the document.
`automobile OR "major loss"`	Expands the search to include documents that contain either the term `automobile` or the phrase `major loss` anywhere in the document.
`automobile -"major loss"`	Searches for documents that contain automobile and that do not contain the phrase major loss anywhere in the document.
`automobile OR truck -"major loss"`	Searches for documents that contain either the term automobile or the term truck and that do not contain the phrase major loss anywhere in the document.
`automobile OR (truck AND -"major loss")`	Searches for document with automobile and documents that do not have automobile but that have the word truck but not the word -"major loss".

Searching with match conditions

If you do not include Boolean operators in the search term, you can select an option from the Match conditions list to narrow the search:

All words: Searches for documents that contain all the terms that are entered in the Keyword field. This option is the default setting.
Any words: Searches for documents that contain one or more of the terms that are entered in the Keyword field.