You can search within your document’s title, subtitles, content and attachments* associated with your documents. Supported attachment file types you can search for/within include:
Microsoft Word (.doc and .docx)
Microsoft Excel (.xls and .xlsx)
OpenOffice / LibreOffice documents (.odt)
Rich Text Format documents (.rtf)
Microsoft PowerPoint (.pptx)
PDF and PostScript files (.pdf and .ps)
EPUB files (.epub)
HTML files (.htm and .html)
Other plain text-like formats (.csv, .eml, .msg, .txt)
Please note that Qualio cannot index any attachment that is encrypted, password-protected, uses digital rights management (DRM) technology, or has usage restrictions enabled. Those files will not be included in search results.
The search bar is available in both the library and the workspace so that you can search for the documents you need. The search bar looks like this:
Listed below are the different ways you can leverage the search bar to find exactly what you are looking for.
Full-Text & Partial-Text Search
You can enter any text into the search bar and it will search the entire document library or workspace for that term and all variations of the term.
For partial word searches, we recommend placing an asterisk after the partial word for best results. Examples:
If you search for tra* the search could return translate. (However, search results will not return contradiction as we do not support searching for arbitrary strings in the middle of words.)
If you search for discrep*, the search could return both discrepancy and discrepancies.
Text String Search
This allows you to search multiple terms at once. In order to do so, simply put your search term inside quotation marks, for example, "Test documentation". Please note, that if you do not include the quotation marks then it will use each word individually as a Full-Text Search above.
Document ID Search
To search by the Document ID, simply input ID: in front of the document ID you wish to search. For example ID: SOP-12. The ID search also supports Full-Text Search, so the search ID: OP-1 will find SOP-1, SOP-10 and SOP-12.
Document Type Search
To search by document type, input type: in front of the document type you're searching for. For example, type: Policy. Please note that document types are specified in the "Type" column in the library and workspace.
Document Title Search
There are two ways to search for a specific document title or for words specifically in the document title:
title: Test - This is a full text search of the title and will return all documents where the word "test" is in the title.
title: "The Test Document" - This will return only documents that have that specific text string in the title.
To search for a document by its owner, input owner: in front of the user you are looking for. The search must match the first or last name of the owner.
Just as with a search for the owner, to search for a document by its author, input author: in front of the user you are looking for. The search must match the first or last name of the author.
It may also be useful to search for a document based on a date. The search allows for the following date fields:
Approval Date: Search with approvalDate:
Created Date: Search with createdDate:
Effective Date: Search with effectiveDate:
Modified Date: Search with modifiedDate:
Review Date: Search with reviewDate:
All date searches must use the format "YYYY-MM-DD". For example, to find a document created on May 14, 2022, input: createdDate:"2022-05-14"
Combining Search Functionality
You can use a combination of the above search methods to get a really specific search functionality. For example, type: Policy title: "Supplier Management" would return all policy documents with The Test Document in the title.
Searching in the Document Workspace
When using the search bar in the Document Workspace, you’ll also need to account for the added document ownership and document lifecycle filters.
Adjust the document ownership filter from Your documents to All documents as necessary, and select the correct document stage (draft, approved, effective, etc.).
Frequently Asked Questions
How are search results sorted?
Search results will be sorted with the most relevant document at the top. “Most relevant” is determined by a combination of the document title and the number of times the search term appears in the document and attachments.
Are failed search terms reported in the audit trail or somewhere else?
Not at this time.
Does the search functionality detailed in this article apply to the Audit trail report search bar?
Currently, no. Enhancements to the Audit Trail Report search bar are anticipated in Q3 2022.
Are attachments included in search results?
Attachments are included in search results IF they are NOT encrypted, password-protected, uses digital rights management (DRM) technology, or has usage restrictions enabled.