DocMax | Advanced Search and Saved Searches

This article explains how to use Advanced Search in DocMax to find documents using multiple filters. It also explains how to save searches and how to create, edit and delete Saved Searches in the Administration tab. The DocMax icon may be located on your StrataMax Desktop or found using the StrataMax Search.

 

 

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Advanced Searches

Advanced Search provides a more detailed way to locate documents in DocMax. If the standard search options do not return the documents you need, Advanced Search allows you to search using multiple filters such as building, category, title, creditor and date.

Advanced Search results are limited to the first 1000 documents displayed on screen. You can also configure the Columns and Sort Order to control how the results are shown.

An Advanced Search can also be saved as a Saved Search for later use.

Create an Advanced Search

Use the steps below to create an advanced search in DocMax.

1. Search for or select DocMax.
2. Select the Documents tab.
3. Select Advanced Search from the menu on the left.

Restrict To

The Restrict To tab is used to add the criteria for the search. Each restriction has three parts:

• Field – the type of information to search by
• Condition – how the field should be matched
• Value – the search value, where applicable

Use the button to add a restriction and the button to remove one.

Common fields include Building Name, Building Number, Categories and Title. If the Creditor field is used with the condition is any of, multiple creditors can be selected.

The Condition and Value options will change depending on the field selected. For example, if you choose Added Date, the available conditions will change to date-based options. If the condition is is in the range, the value area will display date options. If the condition is is in the last 7 days, no value is required.

Once all restrictions have been added, click Search to test the results.

Common Restrict To fields

The following is a common example of a general document search:

• Field: Building Name
• Condition: is any of
• Value: select the required building
• Field: Categories
• Condition: is any of
• Value: select the required category
• Field: Title
• Condition: contains
• Value: enter a keyword if required

   

Other Restrict To fields that can assist searches and work queues

The following Restrict To fields can help refine DocMax searches and work queues. These fields can be used to identify invoice-related documents, filter by file type or size, and distinguish between the document date and the date the document was added.

• Invoice Manual Entry – Use the condition is equal to and select Yes or No.
• Creditor Invoice – Use the condition is equal to and select Yes or No.
• Scheduled Creditor Invoice – Use the condition is equal to and select Yes or No.
• Data Size – Use this field to filter documents by file size. Enter the required value, and where available, select the appropriate condition, such as is equal to, greater than or less than.
• File Format – Use the condition is equal to or is not equal to and select the required value, such as StrataMax Stored Report.
• Document Date – Use this field when the date of the document is different from the Added Date. Document Date is recorded separately and can be used to search by the actual document date rather than the date the document was added.

Columns

After the required restrictions have been added, use the Columns tab to choose which columns are displayed and the order they appear in the search results.

• Add columns by selecting a field in Available Columns and clicking Add >.
• Remove columns by selecting a field in Displayed Columns and clicking < Remove.
• Change the column order by selecting a field in Displayed Columns and using the up or down arrows.

Sort Order

Use the Sort Order tab to control how the results are sorted. By default, the results are sorted by Added Date, but additional sort fields can be added if required.

• Add sort fields by selecting a field in Available Columns and clicking Add >.
• Remove sort fields by selecting a field in Sorted Columns and clicking < Remove.
• Change the sort sequence by selecting a field in Sorted Columns and using the up or down arrows.
• Change the sort direction by clicking the button next to the field.
• You can also click a column heading in the results grid to change the sort order.

Once the advanced search has been configured, you can save it by clicking Save as a Saved Search in the DocMax ribbon.

 

Saved Searches

A Saved Search is an Advanced Search that has been stored for future use. Saved searches can also be assigned to specific users or groups through Security Setup.

If a saved search is not visible to another user, it is usually because it has only been made available to a specific user or security group.

Saved searches can be created in two ways:

• Create an Advanced Search from the Documents tab, then click Save as a Saved Search.
• Create or edit a saved search directly from the Administration tab in the Saved Searches area.

Saved searches can include restrictions, selected columns and sort order. These settings should be reviewed carefully, as the search layout cannot be adjusted when the saved search is run. The first 1000 results are displayed on screen, but exports include all matching results.

When designing a search, consider whether BCMax System documents should be included or excluded.

General document search

This example shows how to create a general document search that can be used across the office.

To create a general document saved search:

1. Select the Administration tab.
2. Select Saved Searches from the menu on the left.
3. Click Add New.
4. Enter a name for the search, such as Document Search.
5. Enter a description if required.
6. Set Available To to the Users group so the search is available to all internal users.
   • Do not use Everyone, as this could allow external users to see the search.
7. In the Restrict To tab, add the required fields using the green + button.
8. Select the required Condition for each field.
9. Leave the Value blank if you want the user to choose the value when running the search.
10. Repeat for any additional fields.
11. Select the Columns tab and review which columns should be displayed.
12. Select the Sort Order tab and apply the required sort order.
13. Save the search.

 

Invoice saved search

This example shows how to set up a saved search for invoice-related documents in DocMax.

To create an invoice saved search:

1. Select Advanced Search.
2. Add a restriction using the required field, such as Creditor.
3. Select the required Condition. For example, Creditor with the condition is equal to will allow a creditor to be selected from the BCMax creditor list.
4. Leave the Value blank if you want the user to select the value when running the search.
5. Repeat for any additional restrictions.
6. Select the Columns tab and review which columns should be displayed.
7. Select the Sort Order tab and apply the required sort order.
8. Click Save as a Saved Search, then enter a name, description and the required Available To setting.

 

Stored report (BCMax System documents)

This example provides a framework for a saved search that works in a similar way to Stored Reports. It can be used to report on BCMax System documents stored in DocMax.

To create a stored report saved search:

1. Search for or select DocMax.
2. Select Advanced Search, or open the Administration tab and select Saved Searches.
3. Click Add New if creating the search from Saved Searches.
4. Add the required restrictions, such as Added From is equal to BCMax System or File Format is equal to StrataMax Stored Report.
5. Add any additional restrictions needed to make the search easier to use.
6. Select the Columns tab and review which columns should be displayed.
7. Select the Sort Order tab and apply the required sort order.
8. Save the search and assign the correct Available To setting.

 

Third Party/External Users saved search

This type of saved search can be used to give external users, such as auditors, access to specific document searches. It assumes the external user has already been set up in StrataMax and added to the appropriate security group in Security Setup.

Only the required DocMax permissions should be set to Allow for third-party users. All other DocMax permissions should remain as Inherit.

This gives limited access to documents based on selected fields such as category, title or date. If access is required for a specific building, that restriction should also be included in the saved search.

To create a saved search for third-party or external users:

1. Select the Administration tab.
2. Select Saved Searches from the menu on the left.
3. Click Add New.
4. Enter a name for the search.
5. Enter a description if required.
6. Set Available To to the security group created for the external users.

Restrict To	Condition	Value
Building Name	is equal to	Select a specific building from your portfolio, or leave blank if the user should be able to select any building
Title	contains	Blank – entered when the search is run
Categories	is any of	Blank – selected when the search is run
Description	contains	Blank – entered when the search is run
Extracted Text	contains	Blank – entered when the search is run
Added Date	is in the range	Blank – selected when the search is run
Categories	is not any of	Category not included for third-party searching

 

7. Select the Columns tab and review which columns should be displayed.
8. Select the Sort Order tab and apply the required sort order.
9. Click Save Changes.