In addition to using the ELO iSearch, ELO enables you search the metadata using metadata forms. This type of search is useful if you want to look for specific metadata.

Information: If you want to use a metadata form for the search, your administrator first has to enable the corresponding setting. This Search option is in the ELO Administration Console under Metadata forms and fields > Usage.

Start the metadata search in the ELO Java Client under Search work area > Ribbon > Search > Search logic > Search metadata.

The Search metadata dialog box opens.

Available forms

All metadata forms that can be used as a search form are displayed in the Available forms area. Select the metadata form that you used to file the document you are searching for, e.g. Invoice. This limits the search to documents that have been assigned this metadata form.

Information: The Filter field enables the user to browse or filter the Form selection area.

Search fields

The search fields of the metadata form are shown on the corresponding tab. They correspond to the fields on a metadata form. The tabs and search fields that appear depend on the settings for the corresponding search form.

You can use the search fields to search specifically for the entries in these fields, such as for the Invoice number or the Filing date.

Information: When searching the metadata, it is possible to make entries to multiple fields of a search form. This allows you to create complex search queries.

For example, enter the name Smith to the Customer field. ELO then searches exclusively in the Customer field of the documents that were filed with the Invoice metadata form.

Information: You can use keyword lists for entering search terms.

Options

The Options tab provides additional options to restrict the search to specific criteria.

Personal identifier: Use this field to search the contents of the Personal identifier field.

End of deletion period: These two fields enable you to restrict the search to entries with a specific deletion period.

End of retention period: These two fields enable you to restrict the search to entries with a specific retention period.

Entry type: This enables you to restrict the search to specific entry types (e.g. folders, PDF, Word document).

Notes: Allows users to search for notes. Select the note type from the drop-down menu.

Search range: The options in the Search range define what is to be searched.

Search mode: The search mode is important when you use multiple fields for the search. Use the Search mode drop-down menu to specify whether the fields are linked with Boolean AND or with Boolean OR.

• AND: Only matches meeting all criteria are returned.
• OR: All matches meeting at least one of the criteria are returned.

Filed by: Allows users to restrict the search to entries by specific users.

File name: Allows users to restrict the search to entries with a specific file name.

Start search

Click the OK button when you have completed the search form.

Past searches

If you have already carried out multiple search requests, clicking Enter metadata using the most recently saved/displayed entries [F3] (icon with green arrow) will open a list of previous search requests. Both the search term and the field used are displayed.

Select one of the listed entries and click OK. The terms will then be transferred to the search form.

AND/OR search in fields

To search fields using AND/OR links, the search terms must be placed in quotation marks. One of the operators (AND or OR) must be placed between the search terms.