Searching using Universal Search

An extensive and comprehensive search capability is incorporated in KRIS for the users to retrieve information easily and fast. You will be able to browse, search and retrieve the documents stored in the KRIS repository using one of the following methods:

Universal Search – is also known as Quick Search which will search for file references and records that match the search terms.

Advanced Search – to search for case files, documents and folders based on metadata and contents with a comprehensive sets of search parameters available for users.

The search result will only include documents which you are authorised to view. By default, the list of results will be sorted based on the relevancy.

Universal Search allows you to search for file references and records based on the Contents and Metadata.

Searching via Universal Search

The Universal Search will search the following fields:

File Reference Number & File Title
Document Subject
Author
Keywords
Contents
Document Date

To search for folders or documents using Universal Search,

Click on the Universal Search box.The system will display your last 10 search term and the option to go to the Advanced Search.
Enter the phrase or word that you want to search in the Universal search text box and press Enter key.

KRIS will search across folders and documents and only display the results that have the search terms / phrase:

All results are shown in one view, ranked by relevance. Retrieve what you need in an instant.

Type – Icon to indicate if this is a folder or document and the format associated with it.
Name – Name of the folder or document with
- In (link) – folder name that contains the document.
- Extracted phrases with the search term for document only.
Last Activity – Date of last action performed on the folder or documents.
No. – Refers to document number or folder number.
Version – Document version number.
Size – File size of the document.
Score – Relevance rating of the document with the search terms / phrase. The higher the score the more relevant is the document with your search terms / phrase.
More Action icon which includes the following menu options:
- View Details
- Check Out
- View Content

Sorting the Search Result

You can change the sorting order by clicking on the Sort by drop down box.

These are the list of sorting option that is available.

File/document name
File/document no
Last activity date
Relevance

Filter Search Result by Type

By default, the Search Result will list down all different types of document formats as well as folder types. When the result is too overwhelming, you can narrow down your search results with these quick filters such as Type.

For instance, you can filter your search result to show only folders by choosing the File / Case Series option.

Filter Search Result by Search Method

As mentioned at the beginning of the article, Universal Search will search across the system based on folder / document metadata and the document contents.

With this option, you can narrow down the search result based on 1 type of search method such as File/document name option and the search result will filter to show only folder/documents that contains the search term in their folder / document name.

Filter Search Result by Last Activity Date

You can filter your search result based on Last Activity Date of the document and the various option to allow you to retrieve the recent folders / documents.