ModalSearch AI

COMING SOON: ModalSearch AI uses technology from Microsoft, Bing and Office. The new features and functions that are available with ModalSearch AI can be viewed in this topic.

Articles in this Topic

Start a Search	About Search Terms
Search Operators	Search Results Page Layout and Features
About Categories	Category Results, Features and Filters
About Filters	Sort by Best Match or Most Recent
Search by Date Range	Sort by Scope
Customise ModalSearch AI Settings

ModalSearch AI provides the ability to search dynamically across all attributes of Documents and Entities. Results are categorised and include multiple points of related detail.

Note: User permissions apply as to which content from Entities, Documents or Files are available to a User via search results.
If the content being searched for exists within a private Department and or File (including it's Documents, Attachments, Notes and Entity Profiles), then search results will only show content to those users with permissions to the private Department and\or File.

Start a Search

The search box is located in the top bar and is always visible. To start a search, enter the search terms (not case sensitive) with a space between words or terms (optional to apply Search Operators then either click Enter from your keyboard or click the search button. The search results page opens where results are shown when the Search has completed. To stop a search prior to any results being returned click Cancel.

To start another search, either overwrite the current search terms or click x to remove them and enter your terms, click Enter or the search button.

To enable ModalSearch AI or switch back to the standard Search, click the button on the left of the search box. Note that on the Homepage (with ModalSearch AI enabled) the Files, Documents and Tasks table lists are no longer shown. The left side Recents menu remains available.

About Search Terms

Search terms are the content and/or properties being searched for and can include - text, numbers, dates either singly or in combinations of. Separate each term with a space. Search terms are not case sensitive.

The default search returns results that contain all of the given search terms.

The Search Tips show examples of different operators that can be applied to your search terms. For example to limit the search to an exact match put quotes around the search terms. Or to expand a term use the * operator. The search tips can be viewed by hovering over the i (info) button or click on the i to keep the tips open (until the next click).

Search Operators

The following operators can be applied to search terms.

Best Match; leave a space between each term to return results ranked on best match for all search terms regardless of the order of the words.
Example: john smith 123123 returns results that contain all 3 terms
Exact match (find the exact phrase). Put the terms in "quotation marks" to search for the exact phrase. Example: "john smith" finds and ranks records that contain the exact name “john smith” first. Can also be used in combination with Best Match or other operators - example “john smith" 123123
OR operator enables a search for results that contains either term given e.g both terms do not need to (but may) appear in the same result as it could be either OR. Note; OR must be added between terms and in capitals with a space between OR and the terms. Example book OR magazine
Wildcard* search uses the * character to search for single or multiple options either within or after the term. e.g but* finds but, butch, butter, butternut etc.
Use ? to replace letters anywhere within or at the end of a word. Multiples are accepted e.g use? to replace a single letter, ?? to replace 2 letters or ??? to replace 3
Proximity Search Put words in quotes followed by the Tilde character ~ and by the number of words nearby to find terms that are near to each other e.g. "andrew arson"~8
Fuzzy Search uses the Tilde character ~ after a term to find variations of a term.
Add NOT to leave out any results containing a word e.g book NOT magazine will not return results that contain both book and magazine.
-Exclude condition uses a hyphen - character (instead of NOT) which is placed immediately (no space between) in front of a search term to exclude a term from the search. Cannot use any other operator against a word with the exclude operator.
Apostrophes: Terms that include an apostrophe must either include the apostrophe or replace with a single ? or *
Hyphenated Terms: to find a hyphenated term include the hyphen, or replace the hyphen with ? or * e.g anne-marie, anne?marie or anne*marie
Date Search: Results are dependent on the format of saved date data. A Phrase search is useful for finding best match, otherwise the default match applies which is much broader. Although the date separator symbol / is ignored, it can be used or replaced with a space "12/03/1985" or "12 03 1985".

Note: A wildcard search cannot be used with an exclude operator - against the same term e.g -Joh*
A search using both the wildcard and exclude (or NOT) operators on different terms is valid e.g Joh* Smith* -Smithson.
A wildcard search cannot be used on a hyphenated search term e.g Mary-A* or *ary-Ann as the hyphen also represents the exclude operator.
In both of these scenarios the search is canceled as it is using both the exclude and partial conditions which cannot apply both to a single term

Search Results Page Layout and Features

The Search results page has the following layout and features;

Search box in the top bar (always visible)
Categories, which include a result count per category which include; All results (default), Entities, Documents, Attachments, Notes, Files and Links.
Filters (available on selected categories). When filters are applied the category count updates.
Sort results by Best match (default) or Most Recent, Date range selector (the default is set by your Organisation). Scope - All is the default with the option to sort by Content or Properties.
Search Terms are highlighted within the results which are shown on individual cards with a maximum of 50 cards listed per page. Each result card shows the icon of the category the results is sourced from. Note the results count is based per card, not the number of times the search terms appear within a result (this goes towards the ranking). The highlighted search term may only be visible within the Preview or for Links hovering over an Entity name where the full title can be viewed.

About Categories

Results are listed by category with the number of results per category next to the category name. The default category is All which lists all results and shows the total number of results found. The All count shows once all the other category counts have completed.

To view results by a single category click on - select the category name.

All includes all results found for the search terms sourced from Entity profiles, Documents, Attachments, Notes, Links or Files. (All is the default category).
- includes results found for the search terms sourced from Entity Profiles from the title, summary content and or Entity properties.
- results are sourced from the Document's title, number and Document content. Does not include the Document Entities list.
- results are sourced from Documents or Entity Profile Attachments (label, description, content).
- results are sourced from Document notes or Entity Profiles notes.
- results are sourced from the File Title and number.
- results are sourced from Entity Links

Category Results, Features and Filters

Result cards for individual categories include the details and filters as set out below.

Note: Results are shown as text and does not include images or table, spreadsheet formatting.

Preview: To view a Preview, click on the eye icon in the result . The full (text) content of the source content is available within the Preview pane and search terms highlighted. To view the following result's preview without returning to the list, use Next (or Previous) within the preview. Links is the only category with no preview available.

Navigation - clicking on any linked detail on the result opens the source in a new tab.

Filters: the selected category's results and count, update as filters are applied. See more About Filters

Entities:

An Entity result and category filters

Entity icon and Title (linked to the Entity's Profile)
Entity profile Created On date
Entity Note Types (includes a count for multiple notes of the same type)
Entity Tags
Entity Summary (maximum of 3 lines of text).
Preview contains all summary content and any other properties.
Icons linked to related content.
Navigation - Click on the Entity title to open the Profile.

Filter Entities results by;

Search Types
Note Types
Entity Tags

Documents

Document result and category filters

Document icon, number and Title
Created On date and the related File name (links to File)
Document Type
Document Tags
Document Note Types
Document Note Tags
Document content (text only, maximum of 3 lines)
Preview - Document content and Document Properties
Icons linked to related content.
Navigation - click on the title to open the source Document

Filter Document results by;

Document Types
Document Tags
Note Types
Note Tags

Attachments

An Attachment result

Attachment icon and Title. Attachment source - Entity Title or Document Title
Created On date. Related File title (linked to File).
Attachment Title, description and content (text only).
Preview - full attachment content.
Icons to related content from the source Entity profile or Document
Navigation - click on the attachment title to view it in the source Document or Entity Profile. Click on an Entity title to open that Profile.

Notes

Note result and category filters

Note icon and source - Document or Entity Profile Title
Created On date. Related File Title (linked to File).
Note Type
Note Tags
Note content
Preview - full note content
Icon links to the source document
Navigation - click on the title, opens the Note in the source Document or Entity Profile

Filter Note results by;

Note Types
Note Tags

Links

Link results and category filters

Link icon
Link Created On date
Left to right - From Entity's Title > Link status - Link forward description (above the line and aligned right ) - Link reverse description (where available) below the line, left aligned > To Entity's Title. Hover over the Entity title to view all title details. Hover over the status line to view any time dependency record.
Icons link to the source Document and the Document's Link chart.
Navigation - click on either Entity to open their Profile

Filter Link results by;

Entity Types
Link Status
Link Types

Files

File result with category filters

File icon, Title and number
Created On date, Department (linked) and visibility
File Type
File Status
File Level
Primary Contact and Secondary Contact
Contact message
Navigation - click on he title to open the File.

Filter File results by;

File Type
File Status
File Level
Primary Contact
Secondary Contact

About Filters

Filters can be applied in combination and are available in the Entities, Documents, Notes, Links and Files categories.

Select the required values from filters and results are updated including the category count which updates to reflect the number of results. To reset a category's filters, select Clear Filters which returns all results for the category.

Note: Multiple Filter Selections
When selecting multiple values from a filter e.gTags, Document types, or Note types, the filters are applied using OR logic.
This means that a result will be returned if it matches any of the selected values within a filter category.
For example, if you select Tag A and Tag B, the search results will include any document, note or entity that is associated with; Tag A, or Tag B.
A result does not need to have all selected tags to be included. It only needs to match at least one of the selected tags.
The same behaviour applies when multiple Document types or Note types are selected.

Sort by Best Match or Most Recent

Results are sorted by 'Best match' (this is the default setting) with the option to select sort by 'Most recent' (created date). Click on the filter to change the value of the sort results by. Best match uses the same technology as Microsoft Bing and Office. Click on the info tool tip to view scoring details.

Search by Date Range

Results returned are based on both the search terms and the source creation date,e.g when the Entity, Document, Note, Attachment, Link or File was created. The default system setting is "Past Year", click into the date setting where there are some preset ranges and the options to select All or a custom date range. If using a custom date range, results returned will only include content with a creation date within the selected date range. The date range shown once results are loaded shows from the earliest to the most recent created date for the result set returned.
The date range default setting can be updated per user in the User's Profile Settings for ModalSearch AI. Changing the date range updates all category counts.

Sort by Scope

Results can be sorted by scope as follows:

All: Displays all search results sourced from both content and properties.The All count updates when sorted by Content or Properties
Content: sorts and highlights results based on content. Category counts are updated.
Properties: sorts and highlights results based on properties (but does not remove any content detail from property results - e.g the Entity profile card). Document Property results show at the end of the document content so generally are only visible within the Preview. Category counts are updated.

CONTENT	PROPERTIES
Document Title or number	Document Properties
Document content	Document Type
Document Attachment and description	Document Tags
Document Note content	Document Note Type
Document Properties	Document Note Tag
Entity label (Title)	Entity Properties (Label included)
Entity Profile Summary	Entity Profile Tags
Entity Note content	Entity Note Type
Entity Attachment content, title and description	Entity Note Tags
File Title and number	Entity Links
File contact message	Link Entity Type
	Link Status
	File Type
	File Status
	File Level
	File Primary and Secondary contact

If results returned are not as expected;
- check the date range to ensure it includes the source created date for when the Entities, Documents, Attachments, Notes, File or Links were created.
- have any Category filters been applied
- have results been filtered by Scope