Using Advanced Search
Advanced Search provides you the flexibility to search across entities by filtering results based on any Attribute combinations. You can further refine your search by selecting either the Contains or Exactly operator from the drop-down to quickly find specific Attributes, instead of searching across all Attributes. You may want to search for a specific entity like a Request or Agreement for one of the following reasons:
- View its details
- See its status
- Copy an existing agreement
- Make changes to it
The process for searching any entity is identical. We will use Agreements as an example to understand the process.
You can search in several ways in ICM:
- Search just for specific entities from their respective pages, such as the Agreements Page
- Perform an Advanced Search to look for an entity across ICM
- Retrieving a saved search
Performing an Advanced Search
User Interface for Advanced Search includes radio buttons for the following search options – Metadata, Full Text and Combined. T
To perform an advanced search:
- Click the Search tile on My Dashboard. This opens the Search page.
- Select the Entities you would like to search for from the drop down. For example, select Requests, Agreements and Clauses. The selected entities are listed in the drop down.
- Select any one operator to search by from the drop-down list. You must enter a minimum of 3 characters to search by. These fields are not case-sensitive, hence characters may be in upper and/or lower case.
The following operators are available:
- Contains: displays all Agreements where the selected Attribute facet value contains the entered value anywhere in the Attribute value. The functionality is the same as the existing one and you can perform a wildcard search using * and other wildcard search characters as well as the AND and OR operators manually. The default behavior among the entered words will remain as AND.
- Exactly: displays all Agreements where the entered value exactly appears anywhere in the free text search result. If you enter a string (multiple words), ICM considers the exact string including the spaces between the words. This is applicable to all types of searches – Metadata, Full Text and Combined. Hence, ICM runs the same search as it does currently, but will now display the result only on finding an exact match of the entered value.
- Enter your search term in the Refine Search Here field.
- Select Metadata or Full Text search and hit enter:
- Metadata: searches across all the Attributes of the Agreement, the user defined Associations and the ICM defined Associations. This is the default selected value.
- Full Text: searches in the indexed document and the actual contents of the documents or records. Use this option when you wish to search PDFs. ICM uses Optical Character Recognition (OCR) to search PDFs so the accuracy of your search heavily depends on the quality and clarity of your scanned documents. Use double-quotes to find a match for your exact phrase, such as "liability insurance".
- Combined: searches both the Metadata as well as the indexed document.
- The results matching your search criteria are displayed on the page.
- Narrow down the results and find that one specific record you are looking for, using the Categories field. For example, search by status, created by or the status changed, date, among many other options. This filters the results to display only those records that match the selected category.
- Narrow down further using specific keywords in the Custom Keyword field and then click Apply. You can use Boolean operators such as AND and OR or search by wildcards to filter the results. For example:
- APP* - displays agreements only in the APPROVED and WAITING FOR APPROVAL states
- ?PP* - displays agreements only in the APPROVED and WAITING FOR APPROVAL states
- APP* OR DRA* - displays agreements only in the APPROVED, WAITING FOR APPROVAL and DRAFT states
- All your defined parameters are displayed above the search results. You can remove any of them individually, to refine the search results.
- Click the Save icon to save this search. Saving frequently done searches saves you time by not having to define the search criteria every time. You can open a saved search anytime.
Retrieving Saved Searches
Click the Saved Searches drop down and select the desired saved search. This displays the results matching the criteria defined in the saved search. Refer to Saved Searches for details on saving a search.
