WORLDOX Quick Access Searches

QA Templates  |  QA Search Requests  |  Example Searches

Overview

End users can search via the command line, but the real power of WORLDOX Quick Access searching is that you can call Quick Access searches from custom-developed software and macro languages such as WordBasic using the WORLDOX API.

In order to use Quick Access searching, you first create and save a Quick Access Find Template. This specifies one or more Profile Groups for Quick Access searching. Note that if multiple profile groups are selected in the Quick Access template, then you may not search on custom profile fields. Refer to WORLDOX Online Help for information about setting up Find Templates.

The Quick Access Template

The Quick Access Template is a special Find Template that you create in WORLDOX. The principal purpose of the Quick Access Template is to define the one or more profile groups against which the Quick Access search request is evaluated.

The Quick Access Template is a WORLDOX Find Template that is saved with the name "Quick Access". The Quick Access Template does not appear in the Find Template list available to end users. However, whenever a user press F2 to place the cursor in the WORLDOX command line, the text entered into the command line is evaluated against the Quick Access Template.

The following section, Quick Access Search Request, describes the syntax for Quick Access searches. The syntax applies both to direct command line searching and to searches framed within the WORLDOX API. By default, text entered into the WORLDOX command line is searched against the DOS file name. This correlates to a document number search. For example, a user working in WORLDOX presses F2 then types a number and presses Enter. WORLDOX will search for the document number in the profile groups selected within the Quick Access Template.

To create a Quick Access Template:

1. In WORLDOX, get to the Find window.
2. Click Profile Group to display a list of available profile groups.
3. Select all the profile groups that you want to include in the Quick Access Template then click OK.
4. Click the Options button at the bottom of the Find window.
5. Select Save Template from the Options popup menu.
6. Fill in the Save Find Template window, as follows and click OK.
   You can create the Quick Access Template for "Only Me", which is the current WORLDOX user, or, if you have manager rights within WORLDOX, you can create the template for "Everyone", which is the recommended approach.

Note: Be sure to name the template "Quick Access," as shown in the figure above.

The Quick Access Search Request

The Quick Access search request is a string that includes the search field keys and the values for which to search those keys. The search request is, in effect, combined with the Quick Access Template to create a fully qualified WORLDOX search criteria set.

The searchable fields each have a one-character identification code, which follows a question mark "?", as shown in the following example. Each field code is followed by its associated search criteria. You may combine search criteria on a single line, as shown below. Multiple search criteria are "ANDed" together, meaning that files must satisfy all of the criteria appearing in the search request.

?D *.DOC ?U >=1/1/98 <=12/31/98 ?T software w/4 monopoly

The following table identifies the fields you can search on within a Quick Access search. Examples appear following the table.

Parameter	Description
?E	Extended name. WORLDOX searches for the specified Extended name criteria anywhere within the Extended name. Case is not significant.
?D	DOS name. This field fully supports DOS wildcard characters.
?C	File creation date
?U	File updated date
?T	Text string for full text searching
?1	Custom field 1. The particular field depends upon which profile groups are included within the Quick Access Template. Note that custom fields are not available for searching if the Quick Access Template includes more than one profile group.
?2	Custom field 2
?3	Custom field 3
?4	Custom field 4
?5	Custom Field 5
?6	Custom Field 6
?7	Custom Field 7

Example Searches

The following sample searches assume a Quick Access template that includes a single profile group, consisting of four fields, where:

Field 1 =	Client number
Field 2 =	Matter number
Field 3 =	Author name
Field 4 =	Typist name

Each example search request is followed by a description of the representative documents that would be found by the search. In some examples, additional comments, or examples of documents that would not be found by the search are shown for clarification.

?E justice probe
Finds documents named:	Justice Probe Finds Evidence of Software Monopoly Firm's response to the justice probe The Dept. of Justice Probe Proceeds Despite Warnings
Does Not Find:	The probe initiated by the Department of Justice

?E mic*
Finds documents named:	Project Michaelangelo Status Summary Microsoft responds to DOJ

?D *.doc *.wp? doc*.*
Finds:	All files with a .doc extension as well as all files with a .wp? extension (where ? represents any single character) plus all files beginning with the letters "doc".
Comments:	Key Point: It is important to be aware of the profile group(s) specified in the Quick Access template because they determine where the search is conducted. For example, if you are searching against a single profile group that has a base path pointing to F:\DOCS, then all files returned by the search request with reside underneath that path (including subdirectories). This is no different from how standard searches work in WORLDOX.

?C >=5/28/91 <=8/22/98
Finds:	All files (within the paths pointed to by the profile group(s) selected in the Quick Access template) that were created on or after May 28, 1991 AND on or before August 22, 1998.

?T Gates AND Klein
Finds:	All files that contain both the words "Gates" and "Klein" within the same document (in any order).