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 folders and records that match the search terms across standard metadata and content.

Advanced Search – allows users to perform detailed searches for documents, folders and case folders. It uses both standard and custom metadata, as well as content-based search criteria, offering a wide range of search options for precise results.

Table of Contents

Searching via Universal Search

The Universal Search will search the following fields:

• Folder No. & Folder Title
• Document Subject
• Author
• Keywords
• Content
• Document Date                                                                                   

To search for folders or documents using Universal Search,

1. Click on the Universal Search box. The system will display your last 10 search terms and the option to go to the Advanced Search
   
2. 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 match all of the words in your search terms / phrase. 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.

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
  • In (link) – folder name that contains the document.
  • Extracted content snippet containing phrases with the search term (applicable 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

Additional Search Options

Scoping Search by Folder Location (Compartment / Folder)

1. Click on “Folder Location”, or type “in:” on the Universal Search bar
2. Enter the compartment name, folder title or folder no. which you want to search within
3. Select a folder or compartment from the list
4. Once selected, the compartment/folder is now selected as a filter. System displays your recent documents in the compartment/folder for quick access
5. If required, continue to enter the search terms in the Universal search text box and press Enter key to search

Adjusting Search Logic

1. By default, Universal Search uses the “All of these words” setting, meaning your results will be more targeted and relevant as you add more search terms
2. To broaden your search and discover more folders or documents, switch to “Any of these words”. This setting will include results containing at least one of your search terms

Searching within a Compartment/Folder

1. Navigate to the compartment/folder of interest. On the search bar, you will immediately see a “tag” indicating the compartment/folder
2. Click on the Universal Search bar, and enter your search terms
3. Press Enter key to search. Your search result is automatically scoped to the compartment/folder

Sorting the Search Result

You can change the sorting order by clicking on the Sort By dropdown box. These are the list of sorting options available:

• Folder/document name
• Folder/document no.
• Last activity date
• Relevance

Filtering the Search Result

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 Folder / Case Series option.

Filter Search Result by Folder Location

You can filter your search result by specific compartment/folders using the Folder Location filter. Simply select from your list of recent and favourite folders, or search for it.

Filter Search Result by Search Logic

Similar to the additional search option provided before you perform a search, you can further adjust your search result by changing the search logic depending on your purpose of the search. In general,

• For a more targeted search, use “All of these words”
• For a broader search, use “Any of these words”

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 Folder/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. 

Search within Search Result

You can refine your search result by doing another search within the Search Result again.

Working on Search Result Items

After selecting a few items from the Search, the following Action icons are available for you act on these selected items.

• Send As Attachment
• Copy As Link
• Mark As Delete
• View Selected Items