Metadata search fields

cSearch supports a number of metadata search fields that can be used to refine a search. Open the list of available fields by clicking the search field and pressing the down arrow key.

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Figure 1. List of metadata search fields

Select a metadata search field by clicking on the list or by typing its name followed by a colon.

Certain metadata search fields offer search suggestions. For example, the “Record type” field (formatted as “recordtype”) displays a fixed list of options when entering a colon.

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Figure 2. Options for the “Record type” search field

Other metadata search fields, such as “From”, do not have fixed value lists. For these fields, cSearch offers suggestions based on previous searches or text entered by the user.

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Figure 3. Suggestions based on search history

Descriptions of metadata search fields

The table below describes the metadata search fields and their functionality.

Metadata search field Description and example

“Type”

Limits the search to a certain type of result. The types are:

  • annotations

  • cases

  • chats

  • documents

  • notes

  • records

  • requests

  • system messages.

When searching for a type, e.g. type:Record as in the image below, cSearch only presents results in which the search string appears in the record’s metadata, its title, or in the record document. cSearch does not search attached documents, chats, requests, etc.

cSearch will search for all types if no specific type has been selected.

Example:

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Figure 4. Search for the “Record” type

“Title”

Limits the search to titles only. Title searches include titles of cases, records, documents.

Example:

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Figure 5. Search for "Title"

“Content”

Limits the search to content only. Content is defined as follows for each type of search object:

  • Records: Title and text in the record document

  • Requests: Request type and text in the “Description” field

  • Chats: Text in chat

  • Documents: Title and text in document

  • Notes: Text in note

  • Annotations: Annotation type and the annotation text itself

  • System messages: Message text.

Example:

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Figure 6. Search for “Content”

“From”

Search for the name or email address of a record’s sender. A search for “From” returns records.

Example:

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Figure 7. Search for “From”

It is also possible to search for email addresses or domains. Examples:

  • from:abraham@mail.co.uk

  • from:beatrice@organisation.org

“To”

Search for the name or email address of a recipient of an email.

Example:

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Figure 8. Search for “To”

As with a “From” search, it is also possible to search for full email addresses or domains.

“Responsible”

Search for the name of the responsible unit or case manager. In a search for “Responsible”, cSearch will find records and cases.

Example:

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Figure 9. Search for “Responsible” on a case

“Participant”

Search for the name or email address of a participant that is part of a record’s metadata.

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Figure 10. Search for “Participant”

  • For records, participants who are involved in the record will be found. This applies to both units and users who are directly involved or who are involved because the record has been shared with them.

  • For chats and notes, participants who are listed as chat or note participants will be found.

  • For cases, participants who are listed in the “Case participants”, “Suppl. case mgr.”, “Meeting participant” (for meeting cases) or “Case responsible” metadata fields will be found.

Example:

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Figure 11. Search for “Participant” on a case

  • For requests, participants included in the request such as creator, executor, etc. will be found.

“Keyword”

Search for a keyword on a record or case.

Example:

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Figure 12. Search for “Keyword” on a case

“Status”

Search for a status on a case, record, or request.

Example:

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Figure 13. Search for “Status” on a case

“Letterdate”

Search for a letter date on records.

Example:

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Figure 14. Search for “Letter date”

“Deadline”

Search for a deadline on a case, record, approval, or request.

Example:

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Figure 15. Search for “Deadline” on a case

“Created”

Search for created date. In this search cSearch finds records, request, chats, documents, annotations, cases, and system messages.

Example:

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Figure 16. Search for “Created” date

“ID”

Search for a record’s ID number.

Example:

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Figure 17. Search for “ID”

“Recordtype”

Search for a record’s type which can be either incoming, internal or outgoing.

Example:

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Figure 18. Search for “Record type”

“Filetype”

Search for a document’s file type, e.g. DOCX, HTML, PDF, XLXS, or XML.

Example:

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Figure 19. Search for a document’s file type

The table above contains examples of how to use the metadata search fields in cSearch. The fields may be combined, allowing the user to perform a search for e.g. records in which the word information appears in the title. This particular search is performed by entering type:record title:information in the search field. A search for records with the word information in the title which contain the keyword budget would look like this: type:record title:information keyword:budget*.

cSearch will only search among the types (record, document, case, chat, etc.) for which a given metadata field exists. For example, searching for type:Document letterdate:[01-01-2018 31-12-2018] yields no results because documents do not have a “Letter date” field.