Searching for Documents

enaio® client 9.10 »

Unlike searches for folders and registers, queries for documents may be carried out with multiple search forms (see 'Combined Queries').

Before starting the query, you can calculate the number of hits via the context menu of the search form which allows you to determine if your search criteria are precise enough to limit the size of the hit list.

You can sort the hit list.

You can define which fields of the data sheet will be used as list columns.

Folder Types and Document Types

Documents are always located in a folder. If you want to search for a document, you will need to open the folder type in which the document is located in the object search. You cannot run a document query across multiple folder types.

Documents always have a document type. When running a document query, you will also need to select a document type in the object search form.

The INDEX DATA ribbon tab contains the following functions:

If you choose the Folder list option in the Query behavior area (see ''Query Behavior' Area'), you will be shown a list of folders in which the queried documents are found. If you select the Register list option, you will receive a list of registers in which the queried documents can be found.

Full-Text Document Types

The search form of document types for which full-text indexing has been configured contains an additional area for full-text queries.

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In the 'Full text' area, you can enter the terms to be searched for in the full-text index. You can combine terms logically and use placeholders (see 'Full-Text Searches – Combinations and Placeholders').

Click the Help button in the Full text area to read a description of how to combine search terms with placeholders.

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Queries using index data and queries using the full-text index are combined using the logical AND.

Based on the configuration, the full-text index contains all terms from the documents' content, all terms from the index data, or both.

Document Hit List

The document hit list will open in the results window.

Separators can be hidden/shown in the 'Result window' area on the 'Settings' dialog. The number of selected hits and the total number of hits are displayed in the status bar. On the right area, there is a button you can use to save the position of the window in the dialog view.

Document Display Window

If you open an image document from a hit list or folder window by pressing the Open button or by double-clicking the document, it will be opened in the document display window.

W-Documents will open in the assigned W-application, e-mail messages in an e-mail window (see 'Editing E-Mails'), and video files in a video window in which they can be played back (see 'Editing Video Documents'). XML documents are displayed in a browser window; with container documents you decide whether the container opens or the content is extracted (see 'Editing Container Documents').

If the document contains no pages, the data sheet will open with the index data.

Both you and the administrator can configure a confirmation dialog to appear before opening large documents (see ''Confirm' Area').

You can use the mouse to change the size and position of the document display window.

OBJECT and IMAGE VIEW tabs

There are two ribbon tabs available for an open image document: OBJECT and IMAGE VIEW.

On the OBJECT ribbon tab, you will find all the features that are also available for folders (see 'Folder Hit List').

On the IMAGE VIEW ribbon tab, you will find all the functions that are relevant for displaying images, and you can define the basic settings for the document display window. A separate set of basic settings is saved for each document type.

The document display window offers different display options, depending on the assigned module.

The IMAGE VIEW ribbon tab contains the following buttons:

The optimized context menu only contains the most frequently used functions. If you do not use optimized menus, more features from the ribbon tab will be displayed in the context menu (see ''Workspace' Area').

Most features can also be accessed using shortcut keys (see 'Key assignment for image view:').

A license key is required to use the features. If you cannot access a feature, please contact your administrator.

Optical Character Recognition

If optical character recognition is installed on enaio® server, the following editing options will be available:

  • document recognition
  • page recognition
  • recognize parts of the current page.

The entire document, the current page, or the parts of the page are sent to the optical character recognition system. You can specify character recognition languages in the 'Settings' dialog (see ''Zonal OCR' Area'). The identified text is copied to the clipboard. You can paste the text from the clipboard to any location using Ctrl+V.

If you selected Open index data after OCR under Settings (see 'General'), the data sheet will open when OCR is completed. You can paste the content of the clipboard into an index data field.

You can use the options available in the context menu to transfer the document or the active page to the optical character recognition system. Press and hold Ctrl+Shift to change the language settings for the active OCR operation.

Activate OCR mode to recognize a part of the active page:

  • Title: enaio® client Click Recognize.
    Press Ctrl+Shift to change the language settings for the current clip recognition operation.
  • Hold the mouse button down and draw a rectangle with the over the area you want to select.

The selected area will be transferred to the optical character recognition system that copies the text to the clipboard.

Displaying XML Documents

XML documents are generated via data import. You are only allowed to edit the index data.

The administrator assigns one or more style sheets to each XML document type.

If you open an XML document, the document will be shown with the preset style sheet.

You can choose a different style sheet from the list of assigned style sheets on the XML Document ribbon tab.

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Press Select style sheet in the file selection dialog to choose a style sheet for display.

Use the arrow buttons to open a document which is located before or behind the displayed document in the folder window or hit list.