Carrying Out Searches in enaio®

You can find folders or registers using the object search. The object search is available in the main menu. Since folders and registers are always assigned to an object type in enaio®, you first need to select the matching folder or register object type in the Object search in the main menu (see Searching for Objects Using Index Data and Basic Parameters). The search can be further narrowed down in the search forms.

Documents can also be found using an object search. The object search is available in the main menu. Since documents are always assigned to an object type in enaio®, you first need to select the matching document object type in the Object search in the main menu (see Searching for Objects Using Index Data and Basic Parameters). The search can be further narrowed down in the search forms. Depending on the configuration, it is possible to further distinguish between document types, for example, by breaking them down into defined document classes.

Documents in the external tray are not yet assigned to an object type and are therefore excluded from the search.

In enaio® there is no cross-context search for file formats because:

• enaio® is a document management system and not a file system.

• object types in enaio®, depending on their configuration, may allow different file formats in one object type.

• object types in enaio®, depending on their configuration, may allow multiple files in one document.

However, individual object types can be classified by file format based on their configuration. In this case, you can search for specific file formats in the search form of the object type or limit the search to a specific file format in this object type. Object types are configured by your administrator.

Searches for the creator of an object. You can select possible creators from a list.

You can also carry out a text search for the creator. Once you have entered three characters, existing entries that begin with these characters are displayed and can be adopted.

The search can also be limited to a time period.

Searches for the editor of an object. You can select possible editors from a list.

You can also carry out a text search for the editor. Once you have entered three characters, existing entries that begin with these characters are displayed and can be adopted.

The search can also be limited to a time period.

Searches for the owner of an object. You can select possible owners from a list.

You can also carry out a text search for the owner. Once you have entered three characters, existing terms that begin with these characters are displayed and can be adopted.

You can search by retention time, by planned retention time, and by archiving date.

The search can also be limited to a time period.

You can search for documents that were checked out either by you or by others (see Checking a Document In and Out).

You can search for reference documents (see Reference Documents).

You can search by archiving status, with the following two options available: Not approved for archiving and Approved for archiving.

You can search for documents without pages.

You can search for W-Documents with variants (see Managing Variants).

You can search for documents with multiple locations (see Documents with Multiple Locations).

You can search for documents that are in a register or that are not in any register.

Depending on your user settings, documents that are not in any register can be excluded from searches (see Query Behavior). You can use this basic parameter search to locate these documents and, if you wish, move them to another location.

You can search for documents with a digital signature. The basic parameter search makes a distinction between Signed in current version and in Signed in previous version.