You can use any of the following when performing either an Application Search or a Global Search.

Function/Feature	Use it to...
Application (Name)	identify the name of the Application in which the corresponding Documents reside. Tell me more...
/ (Show / Hide Versions)	recognize when other versions exist. Click this icon to show/hide them. Tell me more... Show me...
/ (Deselect All / Select All)	select () or deselect () ALL of the items in that section of the screen: saving you the time and effort of having to select/deselect all items one at a time. Show me...
= Excel / = Form = JPEG/JPG = PDF = Text (.txt) = Word (File Type)	display the corresponding Document in the Viewer. Tell me more...   TIP If you hold the Shift key down when clicking on a Document’s file icon, that Document opens in a new window (separate from the main DocuPhase interface). This is especially useful when you are using dual monitors and want to see the Document on one screen, and search results on another. If you use the above feature, it's recommended that you also use the Toggle Screen () option so you have the “Full Screen" view.
Add /	add new/ view existing notes about that Document. Once a note has been added to a Document, appears next to the name. You can click on that icon to review and/or add more notes.   TIP Notes can also be added to a Document from the Indexing screen. Tell me more...
/ (Tags)	add one or more keywords (tags) to any Document. Because each Document can hold multiple tags, tagging can be used to create relationships and common search phrases across otherwise unrelated Documents. EXAMPLE Perhaps a medical practice wants to keep track of how many geriatric patients it has, and how many of those geriatric patients require financial assistance, as well as those who have a living will in place. That practice may want to pull all types of files related to those patients, such as billing, insurance information, as well as family information. The staff could add tags to the Documents associated with such patients (e.g., geriatric, medicaid, will). A search could then be performed using those tags (in any combination) for search criteria to display all related Documents. NOTE This is a system-assigned Index included in every Application: making it available in every Document.
(Edit Last Query)	return to the Search criteria screen after you perform an initial search(i.e., return to the screen that still contains the criteria you just used). You can then make changes to that criteria and perform the search again BEST PRACTICE This is great for complex searches that need refining; adding more criteria to the search reduces the results returned: making it easier to find specific items. EXAMPLE Let’s say you are searching for a Doc Type called “Invoices” with a CreateDate range of 2/13/2016 to 8/13/2016. However, this criterion may result in a list of invoices too long to quickly find a specific item; you can use to return to this same search, and perhaps change the date range to 2/13/2016 to 5/13/2016, add Batch ID, etc.
(Print Search Results)	print the list of displayed results (as opposed to the actual document) after you perform a Search.
(Print Selected Documents)	print one or more selected Documents from the list from a printer set up on the server being used by DocuPhase. NOTE This print feature differs from the one in the Viewer: from the Search results, only the associated server can be used to print the selected Documents; whereas when Viewer, only the currently displayed document can be printed, and only from a local printer.
(Refresh Current Search)	remain on the current screen, but refresh the returned search result(s). BEST PRACTICE This is a helpful option when you are waiting for Documents being processed or when awaiting data synchronization.
(Toggle Full Screen)	switch your view by extending or reducing the Application Pane for Search results (i.e., the extended screen allows you to view more information at one time).
(Populate from Selected Document)	populate (fields) from an Forms Template. When you click on this icon, a sub-menu appears with the name(s) of available templates (e.g., ‘Expense Report Form’) you can select. The selected template appears in Viewer with Index field values mapped to corresponding Form Template fields, as shown below. EXAMPLE This comes in handy if you are filling out monthly expense forms. Instead of having to type in the exact information (e.g., your name, contact information, title, department, etc.) month after month, you can use a previous expense form to populate the new form so that all you have to do is fill in the current information such as your actual expenses. TIP You can perform this same function by right-clicking on the Document file type. Show me...
(Email Selected Documents)	attach one or more selected Documents to an email. NOTE This email feature differs from the one in the Viewer: from the Search Results, email is controlled by the server configured within DocuPhase by the System Administrator or TPOC ; whereas when emailing from the Viewer, the local email client is used. In addition, multiple documents can be selected and emailed at the same time from the Search Results screen; in Viewer, only the currently displayed document can be emailed.
(Export Files)	export files for importing into DocuPhase or Microsoft Excel, to be used as data files (CSV or XML), and/or viewed (as in the case of image files). Tell me more...
(Indexes)	edit the Index values on selected Document(s). Tell me more... NOTES The ability to change Index values is based on permissions set for a Group or User. Tell me more... If you see fields at the bottom of the Search Results, it means that the Application you are searching allows you to make multiple edits at once (i.e., edits to multiple Documents). The fields correspond to the Indexes created for the Application. TIP You can perform this same function by right-clicking on the Document file type. Show me...
Records	see the total number of lines of results (i.e., the number of items) for each Application included in the returned search. TIP Each line of results in the Search Results list is known as a "Record".
Dynamic Linking (aka Cross-Query Searching)	display additional/related informationfrom across all Applications to which you have access. When you hover over search result values, and the text changes color, you know that this is a link you can use to filter search results. Clicking on any such value filters the results by that value found within the current Applications, as well as any others to which you have access. This is known as Dynamic Linking or Cross-Query Searching. Show me...   TIP If you press Shift, then clickon a value only results from within the currently designated Application are filtered (that is, the feature no longer searches across Applications for selected values). EXAMPLE This is how you can expand and refine your searches, reorganize information in the search results, etc. As shown below, you can filter results by things such as a name or date. Any value that shows as a dynamic link can be used to refine the results based on that value.
Cross-Query Searching	See Dynamic Linking (described above).
Viewer	See Working with Search Results in the Viewer.
Select/Unselect All Results (unselected) (selected)	select all displayed search results for deletion, set all results as Favorites, and/or view/print Event History for all results.
(Print Event History)	print a report (audit ) for selected Documents on the Search Results screen. It provides a list of details about the actions tracked with regard to who did what to which Document, and exactly when those things were done. NOTES This option is Application-specific, and may or may not appear on your Search Results screen, depending upon whether or not you have permissions to use it in a particular Application. If you do not see this icon, but believe you should have access to it, please contact your TPOC. This option is also dependent upon whether or not your organization is using Revision Control. Please contact your TPOC for more information.
(View Event History)	display a "timeline history" for a selected Documents on the Search Results page. NOTES This is an option within the Tracking and Audit Trail feature: if your organization does not use tracking and auditing, it is not available for use. The timeline display shows each of the events (i.e., actions on a specific Document such as edits, check-outs, etc.). This information can be changed to provide more or fewer details. This option is Application-specific, and may or may not appear on your Search Results screen: depending upon whether or not you have permissions to use it in a particular Application. If you do not see this icon, but believe you should have access to it, please contact your TPOC. This option is also dependent upon whether or not your organization is using Revision Control. Please contact your TPOC for more information.
(Delete)	delete all selected items. NOTES Remember, the information on (and appearance of) the various screens and windows within DocuPhase may vary from what is shown in the online help. What you see (and how you see it) in the system depends upon access level settings and interface customizations made to the system by your organization. Please contact your System Administrator or DocuPhase Technical Point of Contact (TPOC) for more information. Deleting items here does not delete them from the repository. If a Document is selected, and you click Delete, the system removes the Document from processes and search results, but preserves the Document and its metadata; this is known as a "soft delete." Tell me more... Clicking this icon after selecting the Documents you wish to delete will allow you to soft delete them after you confirming your intention to delete. This action icon only appears when you have Soft Delete permission.
	display the list of your Favorite saved queries (if any) on the Results page without having to return to the Search page or use the main menu Search tab to launch a Favorited query. Tell me more... Show me...

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This information applies only to the screen that appears once you have transferred/exported Documents.

Field/Function	Use it to...
Job ID	view the a unique, system-generated number to help identify sets of data or Documents that have been transferred/exported to a local drive or network, or to an FTP site.
User Name	identify the name of the User who initiated the associated transfer/export of data.
Delete	delete the corresponding data.   WARNING!!! Use this deletion functionality with care. Once you delete something, it cannot be recovered: you will need to recreate it.
Application Name	identify the Application FROM which the data was transferred.
Export Name	see the Export Name given to the configuration prior to transfer of data. Tell me more...
Directory	view the path to the folder/directory into which the data was transferred. Tell me more...
Status	monitor the status of the transfer, and to know whether or not the transfer completed successfully.
Scheduled Time	view the beginning and end times for each transfer of data.
Completed Time

Once a search displays your results, you can then narrow (within the same Application) or expand (including all Applications) the search using a specified Value and Index.

To Expand Search Results

Click a Value in a column to initiate a global search based on that value. This expands your current result set to include only/all Documents, in any Application, with that value in any column.

To Narrow Results (Drill-down)

Hold the Shift key and click on a Value within a column to narrow search results to only those Documents with that same Value, in that same column, within that same Application.

 

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You can click on column headings to change the order of information displayed in search results. You can sort any column in ascending or descending order, and you can use mufti-column level sorting as well.

Click on an Index to add it to the end of the Sort Order.

AND/OR

Click on an Index set as ASC to change it to DESC.

OR

Click on an Index set as DESC to remove it from the Sort Order.

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Saved Queries can be used over and over again.

To Save a Query

On the Search screen:

1)  Enter/select all relevant search criteria.

In the Save Query As field under the My Queries tab:

2)  Enter a name for the specified search criteria (i.e., the Query).

To Share a Query (making it available for other Users):

3)   Enable () the Shared option.

AND/OR

4)  Click to store the Saved Query for future use (and initiate a search).

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To use a Saved Query

Under the My Queries tab or Shared tab (if you want to use a Query that has been shared) on the Search screen:

 

Find and click on the Query you want to use to display corresponding results.

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To edit a Saved Query

Under the My Queries tab or Shared tab (if you want to use a Query that has been shared) on the Search screen:

1)  Find the Query you want to change.

2)  Click next to the Query to display the saved criteria for the Query.

3)  Make changes as needed.

4)  Click to store the changes.

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To delete a Saved Query

 

Under the My Queries tab or Shared tab (if you want to use a Query that has been shared) on the Search screen:

1)  Find the Query you want to delete.

2)  Click next to the Query to display a confirmation prompt.

3)  Click to store the changes.

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1)  Search for and find the Document you want to view.

TIP

The icon appears next to any Document that has multiple versions.

In the Search Results list:

2)  Click the file icon next to the Document you want to view to display it in the Viewer.

NOTE

Depending upon the size of a Document, it may take several seconds to load.

3)  Edit and/or Annotate Documents, as needed.

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You can download a Document from the list of Results:

From the Results list:

1)  Right-click on the File Type icon for the file you want to download to display a sub-menu of options.

From the Sub-menu:

2)  Select the Download option to display the Document Save window.

3)  Select each of the following as they relate to the Document being downloaded:

• Pages: Pages of the Document to be opened/downloaded
• Format: Format in which you want the Document opened/downloaded (e.g., FIT, JPEG, PDF, or the original Document format such as a Word or Excel format).
• Color: Whether you want to open/save the Document in color (if it's a color Document), black and white, grayscale, or no change (as is - whatever that may be).
• Annotation: Whether you want to include no Annotations or Redactions, Annotations or Redactions only, or both Annotations and Redactions.

When all settings are complete:

4)  Click to close the Document Save window and display the Open and Save options at the bottom of the screen.

• You can now either Open and/or Save (download in a selected folder) the Document as you would any other Document.

5)  Open and/or save the Document.

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You can add/edit/change Index values (i.e., the data entered in an Index field) for a Document at any time.

From the Search Results list:

1)  Select the Document containing the Index(es) you need to change/add.

2)  Click to display the selected Document, along with its currently set Indexes.

TIP

You can de-select the Show System Indexes (at the bottom of the Indexing screen) to hide the uneditable System Index fields.

3)  Make changes as needed.

4)  Click to save the changes (and unlock the Document for other Users).

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This feature allows you to simultaneously change data appearing into two or more (of the same) Indexes used within multiple Documents (i.e., instead of having to make the same change on several Documents, all Documents can be changed at the same time.

In the Search Results List:

1)  Select the Documents that need changes made to one or more Indexes.

In the Multi-Edit Index field(s):

2)  Select/Enter the new value you want to apply to the selected Documents (e.g., Process Status).

3)  Click to make and save the designated change(s).

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If you have Applications Permissions that allow you to do so, you can view and add Notes to a Document (e.g., reminders as to what the Document relates, associated contact names, etc.).

On the Search Results screen:

If no notes exist yet:

1)  Click Add next to the name of the Document for which you want to add notes.

• Any notes which may have already been added to the designated Document appear in a new window, and an Add Notes field appears.

OR

If notes have already been added to a Document:

 

Click next to the name of the Document for which you want to view and/or add notes.

 

2)  Review and/or enter notes, as needed.

3)  Click to save the notes to the designated Document.

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You can copy and save/send a link to a Document to make it easier to find and access the Document (without having to do a search).

From the Results list:

1)  Right-click on the File Type icon for the file you want to download to display a sub-menu of options.

From the Sub-menu:

2)  Select the Copy Link option to display a browser confirmation prompt asking for Access to your clipboard.

3)  Click to copy the link to your device's clipboard.

To Use the Link In an Email or Document:

4)  Paste the link into an email or a Document and send/save it.

OR

To Use the Link from its Pasted Location:

5)  Copy the link and paste it into your browser, then press Enter to display the DocuPhaseViewer.

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On the Search Results screen:

1)  Select the Application containing the Documents/Data you want to transfer to another location.

From the list of files:

2)  Select the Documents to be exported.

In the upper right corner of the screen:

3)  Find and click to display the configuration Definition screen.

From the Definition field on the configuration Definition screen:

4)  Select the correct definition from the list.

5)  Enable () the Hide Redactions and/or Include Annotations options, as needed.

TIP

• Selecting Hide Redactions removes the redactions so that the Documents that have been transferred show all text instead of text with redactions intact (covered or unreadable text). If you want information in the selected Documents to remain hidden or unreadable, do NOT enable this option.
• Selecting Include Annotations simply means that any/all Annotations that have been applied to the selected Documents are included and viewable on the transferred Documents/Data.

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When all selections have been completed:

6)  Click to Export the selected Documents/Data and display the Export Results screen.

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1)  Search for and find the Document with a version you want to view.

TIP

The icon appears next to any Document that has multiple versions.

To View a Previous Version:

In the Search Results List:

2)  Click next to the file to display a list of versions that have been saved for the Document.

3)  Click the file icon next to the version you want to view to display it in the Viewer.

NOTE

Depending upon the size of a Document, it may take several seconds to load.

and/or

To (Restore as Current) Promote a Previous Version:

In the Search Results list:

4)  Find and right-click on the version you want to use as the most current version (i.e.,"promote").

• A list of options is displayed.

From the list of options:

5)  Select Make Current to display the Promote to Top dialog.

In the Promote to Top dialog:

6)  Enter notes about why you promoted the Document (e.g., changes to previous versions made in error, etc.).

7)  Click to close the dialog, and complete the promotion.

NOTES

• The promoted Document now appears as the Current version.
• A copy of the original Document is maintained on its own, in addition to it now being the Current version. Therefore, the number of versions (copies) of the Document is increased by one.

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