How does SmartSearch work?

The data record types and fields which were searched are predefined in the SmartSearch.

Basically, text fields and number fields are searched. Date fields, however, are not searched. SmartSearch is a so-called fuzzy search, which means that search terms do not have to be exact. This means that any similarly written terms will return hits.

If your administrator does not enter any search extensions, then only the default data record types and fields will be searched.

SmartSearch - default search data record types and fields

Your administrator can define additional data record types and fields for the SmartSearch.

Order of the hits

The order of the hits is influenced by automatically estimating the importance of the data records. The following factors are considered:

• The quality of the hits results from the accuracy with which search terms and inputs in the searched fields match.
• How up to date a data record is, is determined by a date field in the data record.
• The strength of connections is determined, for example, by wether you are entered as a participant in the data record.

Special searches

Using specific search terms, you can limit a search and thus search more precisely.

• The Notes fields is not searched by default. However, the field is also searched if you restrict SmartSearch to a specific data record type.
• If you enter a telephone number as a search term, then you will find the address which matches this telephone number.

Entries can be made with or without international country codes as well as with or without brackets or hyphens.

• SmartSearch searches for any numbers you enter in the following data type fields: int, bigint, smallint, tinyint and text fields.

When using this type of search, the 'starts with' condition applies, consequently, only the numbers you entered will be considered and not similar numbers.

• To search from and up to a specific field value, you have enter 2 dots between values.

Thus, when entering 123..456 you search for data records in which values from 123 up to and including 456 have been entered in number fields.

And when searching text fields: "Davies..Dunbabin" results in SmartSearch finding all the data records which begin with "Davies" up to and including those which begin with "Dunbabin".

Amongst the hits, you will also find data record types and fields which are searched by default by SmartSearch and which may have been included in any customized changes your administrator implemented.

• Normally, those search hits which lie closest to the current date are treated as being more relevant. To find specific data records for a special time period, you should also include a date in the search terms. To do this, simply add a hashtag # in front of the date. The following inputs are all acceptable: #dd.MM.yyyy, #MM/dd/yyyy or #yyyy-MM-dd.

Searching for Company celebration #20.06.2012 will result in the Company celebration 2012 document being categorized as more relevant than documents with a more recent date.

• When searching for a specific time period, you should use a combination of # and the from..to conditions.

So if you were searching for Invoice #2010..2012, SmartSearch will find invoices from the begining of 2010 until the end of 2012.

• You will find a specific data record by entering 0x in front of GGUID in the search field.

  GUID is the acronym for Globally Unique Identifier. A GUID consists of a 32 digits combination of numbers and letters (hexadecimal combination). With the GUID, objects in a software environment - especially Microsoft Windows - can be identified distinctively.

  GGUID is the acronym for the GUID in CAS genesisWorld, for example, each data record, user account, or database in CAS genesisWorld has been assigned such an identification key.

  A GUID is unique in the system that is used. Therefore, GGUIDs for data records are unique in a database of CAS genesisWorld. GUIDs for databases are unique within the used database system and so on.

File types included in the search in archive files

When searching for archive files in the Document Archive, the following predefined file types are included:

• Microsoft Word, Microsoft Excel, Microsoft Powerpoint,
• corresponding Open Office files, and
• RTF, PDF, MSG and XPS files.