Documents Menu
- Renaldo Figueiredo (Unlicensed)
Creating Views across your Document Store
When you have a full listing of your Document Store, you can filter, switch mode, change view, and also use the Find function to find any document whatsoever.
The Document Grid provides the same functionality as accessing your Client documents from the Client menu, except that you can potentially view all Documents in your Document Store including all Client and Business Documents. From the Document menu you can:
- Switch Display Mode
- Re-call a previously stored View
- Find a document
- Filter the Grid to show a sub-set of documents
- Save a View
- Open a Document
- Open a Documents Properties
Some of the most popular filtering fields used are:
Document Name
Enter all or part of the document name in to the Keywords field and click the Include Filename option.
Keyword(s)
Keywords can either be manually added to the Properties of a document. If text searchable document is uploaded into Nimbus, all words automatically become Keywords. Within Document Properties, the Keyword field is free format, however, we suggest keeping to one word or phrase per line to clearly distinguish between words and phrases. There is a limit of 250 keywords and phrases that can be added to the keyword list.
Category
Categories are set by the user within the Document Properties. Nimbus will store and remember any text previously entered into the category field on any File. This is useful as the Find feature allows to you search on the Category field. For example, internal document may include a Category, e.g.: Internal, HR, Templates etc.
Modification Date
Nimbus also allows you to search for a file based on the date the file was last modified.
Finding Files
The Find Files function is available via the Find button in the toolbar of any Document view. This function supports the following:
- Case Insensitive keyword search with logical and/or operators
- Optional filename search
- Filtering options for category and file modification date range
The Search Area can be used to limit the search to either Client, Business or Nimbus folders, otherwise just live "All" selected if you wish to search across your complete Document Store.
You can search based on part of a word, a whole word or a phrase, with the match dependent upon the Keywords that have been allocated to a file. The '+' symbol is used to indicate an AND operator and '|' used for OR. Thus, for example, to search for a document, which contains both 'Telstra' and 'Invoice' in no particular order, enter:
A search for 'Telstra Invoice' with the '+' would be looking for a key phrase that is an exact match.
Note: The AND operator takes precedence over OR, which means that the AND tests are executed first. So, to look for a document which contains either 'Optus' or 'Telstra' and the word 'Invoice', the Keyword search string would need to be: 'Optus + Invoice | Telstra + Invoice'.
Result Set
The result of a search which finds at least one matching file is called a Result Set, and it is displayed as a file list. Click on the filename to open it in the document browser or to download it from Nimbus. You can also click the conversation bubble to initiate or continue a file conversation.
Modification Date
You can also find documents based on the Modified Date. Select the option "Filter by modification date" and then enter the two date ranges – from and to.