Print this page
When working with a large number of documents, an advanced search reduces the time that it takes to locate documents. Use advanced searching to build large, complex searches.
You perform advanced searches in Ringtail on the Search page. On the Search page, you can create a new search, save a search, open an existing search, copy a search, and delete a search. The permissions set by your administrator determine access to this feature.
When building a search, you add search criteria by typing or selecting search parameters. Parameters include fields, operators, and values. When selecting a field, you can scroll through a list of color-coded options, or type a few characters to automatically filter the search parameters. You can also use keyboard shortcuts to create search queries. For more information about keyboard shortcuts, see Keyboard shortcuts.
The following figure shows an example of an advanced search in Ringtail.
Depending on the search operator that joins two groups of search queries, the following colors of brackets appear in the search query:
●Gray: A group of search queries.
●Green: A group of search queries joined by an OR operator.
●Red: A group of search queries joined by an AND operator.
●Blue: A group of search queries joined by a NOT operator.
For information about how to refine your search query using search operators, see Search query syntax.
To search for document metadata and coding values, you can use the All Metadata and Coding field. The items that the All Metadata and Coding field searches for include the following:
●Pick list items
Use the following procedure to create an advanced search.
1.On the Case Home page, click the Search button.
2.To add search criteria, type a few characters in the Select a field box, or click the arrow to scroll through the list.
Tip: Cubes and mines are built from binders, and do not appear in the list. To find a cube or mine, search for the source binder.
3.To select an operator, type a few characters in the Select an operator box, or click the arrow to scroll through the list. The operators that are available depend on the field.
4.If a field requires a value, in the Select a value box, do one of the following to enter the value. The values that are available depend on the Select a field selection.
oType the value in the box.
oClick the arrow to scroll through a list of values.
oClick the blue arrow to open a dialog box and enter further information.
oClick the Calendar button to select a date.
5.Press Enter or click outside the box.
The search criteria appear on the Search page.
6.To add criteria, hover over an existing search clause, and then click the Add new clause button. Repeat the previous steps.
7.You can work with search parameters on the Search page using your keyboard or mouse.
oTo use your keyboard, press Ctrl+Shift+?, select Keyboard Shortcuts from the Search menu, or, if you have it pinned, click the Keyboard button on the toolbar. The Keyboard Shortcuts window opens. Click Open in new window to display the keyboard shortcuts in a new window.
oTo use your mouse, use the buttons described in the following table and in the following list.
Add new clause
Add Coded By or Coded Date modifiers
Remove Coded By or Coded Date modifiers
Cancel changes or delete clauses
Decrease criteria indent
□Use the arrows to increase or decrease an indent. Indenting criteria creates a group. Decreasing the indent removes the criteria from a group or deletes the group.
□To reposition parameters, drag and drop items or groups. As you drag items, Ringtail highlights areas where you can drop them.
□To switch between the and, or, and not operators between clauses, click the operator name.
Note: Your administrator must enable the NOT operator.
□To cancel all changes and revert to the last saved search, click Reset.
□If you save your search, click Reset to revert your search back to its last saved state.
□Before you save your search, clicking Reset starts a new search.
□To add a new search field, in the Create a new search field box, type a few characters or click the arrow to select an option.
□To copy the criteria, click the Add new clause button. Drag the new criteria within the same group as the original to edit.
□To delete a search parameter, hover over the parameter, and then click the Delete clause button.
□To delete multiple search parameters, hover over the criteria or group. Select the check box next to the parameters, and then click the Delete button on the toolbar.
8.Select any of the following check boxes:
Note: If you change any of the following settings, Ringtail automatically syncs them with the settings in the Search Preferences submenu.
oThreading: To include threaded documents.
Note: The Sources and attachments check box is automatically selected and cannot be cleared. When you select Threading, you must clear the Renditions check box for threaded search results to appear.
oSources and attachments: To include source documents and attachments.
oRenditions: To include renditions instead of base documents.
oLine numbers: To display line numbers in the List pane.
9.To run the search, click the Search button in the lower right.
Search results appear on the Documents page.
10.To modify your search, return to the Search page.
11.On the toolbar, you can do the following:
oTo open the current search, click the Open this search link on the toolbar, as shown in the following figure.
oTo open a previous or next search (from your Results History), click the Results for previous search or Results for next search button.
12.Click the Search menu to do any of the following:
Tip: To add any of the search options to the toolbar, click the Pin button.
oTo copy the query, select Copy to clipboard. In the Copy query dialog box, press Ctrl+C to copy the text.
oTo start a new search, select New search.
oTo open a saved search, select Open search. In the Open search dialog box, browse or filter to locate the search, and then click OK.
Note: Ringtail alerts you if a field or value used in the search no longer exists in the database. Permission to use a saved search is based on the user group.
oTo save the search, select Save search.
If this is the first time you have saved the search, in the Save as dialog box, type a name for the search, and then click Save. The search appears in the list of searches when you select Open search on the Search menu.
If you are editing a saved search, the changes overwrite the saved search. Click OK to confirm.
oTo make a copy of the search and save it under a different name, select Save search as. In the Save as dialog box, type a new name for the search, and then click Save.
The search appears in the list of searches when you select Open search on the Search menu.
oTo delete one or more criteria, hover over the criteria on the Search page and select the check box, and then select Delete on the Search menu.
oTo see a list of keyboard shortcuts, select Keyboard Shortcuts.