Content Manager 25.1 Content Manager

# Text search methods

NOTE: If an SQL Text Index is not available for the dataset, Text type search methods, such as Title, Notes and Any Word, will not be available for searching until the index is created/re-indexed.

NOTE: When searching for text that contains special characters, the special character needs to be escaped so it's included in the search, some examples of special characters that can be escaped are, / - % &. To escape a special character, type a \ before the special character, for example, web\-site; alternatively, surround the text being escaped with {}, for example, {web-site}. When searching for text that contains other special characters such as ] & ~ the phrase must be enclosed in double quotes, for example "~30 metres"

You can search for records by the words in their text fields. This search method does not search the content of electronic documents. For that search method, see Document content search methods.

1. From the Search menu, select Find Records
2. At the bottom of the dialogue, click the Editor button and make sure that the Boolean search editor is selected
3. Click KwikSelect beside the Search By box
4. Click the expand symbol to expand Text search
5. Select one of the search methods.
   In the space below the list, you can see more detail about the search method.
   The column Caption shows the field or data the search method is about, for example:
   - Any Word - combines the Title Words and Notes Words indexed word fields.

     NOTE: The Any Word search method only searches within title and notes fields.

   - Attached Thesaurus Term - returns records that have a particular Thesaurus term attached.
     You can also find the records with specific Thesaurus terms by selecting or tagging the terms in the main Thesaurus editor window and then using the right-click Show Records command.
   - Document Content - search for words that are in electronic documents.

     See Document content search methods.

     NOTE: Document content searching will pick up content in the main body of the document but not text within any linked documents.

     If you check in the linked electronic document as a separate record, you can then find the text there and then navigate to links.

   - IDOL Query - this search method will pass the query directly to the IDOL server. This allows searching across any fields that are indexed by IDOL (similar to an AnyWord query). It also enables users to use many of the advanced IDOL search methods.
   - Notes Word - any word that appears in the notes attached to a record or Content Manager object.

     You can perform a wildcard search by typing at least the first three letters of a word before the asterisk, for example, adm*.

     TIP: When searching for records using the Notes Word search method you can enter a * in the Matching criteria field to find all records that have a non-blank value for the Notes field value.
     To find records that do not have a value in the Notes field, use the NOT option for the search e.g. not notes:*

     NOTE: To be able to search for Notes content, the Notes fields must be indexed. Indexing can be done for specific Content Manager objects, additional to those listed on the reindexing tool, using the Content Manager Enterprise Studio - Dataset - SQL Text Indexing - Reindex option, see Content Manager Enterprise Studio Help > Dataset setup and maintenance > Configure SQL Text Indexing dialog box for details. Alternatively, Notes for other objects can be indexed via the Content Manager client - Administration - Reindex - Other notes option, but note this does option not allow for specific object selection.

   - Title Word - any word that appears in a record title.

     Use a wildcard search by typing in at least the first three letters of a word before the asterisk, for example, adm*.

     When you enter more than one word, Content Manager will use a Boolean AND combination of the two words and return a list of records that have both words in the title.

     You can search for an exact phrase in the record title by entering it within quotation marks, for example, "Record to find".

     With Title Word(Advanced) you can search for records with titles that include an apostrophe (') as part of the word, and/or a comma (,) as part of the phrase. For example, What's happened, has happened!. The Title Word(Advanced) search treats AND, OR, NOT, NEAR and parentheses as key words except if they are enclosed within the double quotes. Full text query is formed treating those keywords as logic operators.

     NOTE: Title (Free text part) search is a string search and there is no index on title column, the performance of this search depends on the size of the database.

     See Wildcard searches.

6. Click OK to return to the Search for Records dialogue
7. Select the options to use for the search and click OK to run the search.
   Content Manager returns the search result.

NEAR Searching

For text type search methods, a search can be built to include a NEAR clause, e.g. title:manatee NEAR dugong. To create a NEAR search, type the term NEAR between the two search terms being searched for.

The NEAR function is used to list the results in ranking order. For example, John NEAR smith would return results for "John Smith" as well as "John Brown and Jackie Smith" but records that match "John Smith" will rank higher in the results list.

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Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Text search methods