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Advanced Search

Advanced Document Search lets you find documents across every workspace using more than just a name. You can combine free text with filters for workspace, category, status, file type, tags, owner, folder path, dates, and even custom attributes — then refine until you have exactly the results you need.

Advanced Search overview

How to open this screen​

From the left navigation menu, open Document Explorer → Advanced Search, or go directly to the route documents/search.

  • Access required: the search permission (DOCUMENTS.SEARCH). This is separate from the basic view permission, so if you can browse documents but not reach this page, ask your administrator for search access.

What you see on this page​

At the top is a large search box where you can type a name, description, content, tag, or attribute value. Next to it:

  • Search — runs the query.
  • Reset All — clears the text and every filter.
  • Filters — shows or hides the filter panel; a small counter shows how many filters are active.

Press Enter in the box to search immediately. A counter on the right shows how many results were found.

2. Filter panel​

Open Filters to reveal the full set of refinements:

FilterWhat it does
WorkspaceLimit to one workspace (HR, Finance, Legal, IT, Operations, Marketing).
CategoryLimit to a document category.
StatusDraft, In Review, Approved, or Published.
Include Archived DocumentsAdds archived documents to the results (off by default).
File TypePDF, DOCX, XLSX, PPTX, IMG, TXT, ZIP, or VIDEO.
Lock StateUnlocked, Locked, or Checked Out.
OwnerMatch a document owner by name.
Folder / PathMatch a folder path, e.g. HR Documents / Policies.
TagsPick one or more tags from the list.
Modified From / ToRestrict to a date range.
AttributesAdd one or more attribute conditions (see below).
The advanced search filter panel

3. Results​

Results appear below the search bar, with a count of how many matched. After you search, the filter panel collapses into a summary bar so you can see your query at a glance and still Edit Search or start a New Search.

Search results

  1. Type your terms in the search box (or leave it empty to search by filters alone).
  2. Click Search, or press Enter.
  3. Open Filters and set any of the refinements above to narrow the results.
  4. Tick Include Archived Documents if you also want archived files in the results.
  5. Review the result count and open any document to confirm it's what you need.
  6. Click Edit Search to adjust, or Reset All / New Search to start over.

Searching by attribute​

Attributes are the custom fields attached to documents (for example a contract value or a review date). To search by them:

  1. In the filter panel, find the Attributes section.
  2. Pick an attribute name from the dropdown.
  3. The value control adapts to the attribute's type:
    • Lookup attributes show a dropdown of allowed values.
    • Yes/No attributes show a Yes / No choice.
    • Number attributes show Min and Max boxes for a range.
    • Date attributes show from and to date pickers.
  4. Add more attribute rows to combine conditions.

Tips​

  • Combine a broad text search with one or two filters first, then add more only if you still have too many results.
  • Use Folder / Path when you remember roughly where a document lives but not its exact name.
  • Remember that archived documents are excluded unless you tick Include Archived Documents.

Troubleshooting​

ProblemWhat to check
The page or menu item isn't visibleYou need the DOCUMENTS.SEARCH permission — contact your administrator.
No results at allLoosen your filters or clear them with Reset All; check spelling in the text box.
A document you know exists is missingIt may be archived — tick Include Archived Documents and search again.
The attribute value box is disabledPick an attribute name first; the value control unlocks once a name is chosen.