20
C
hapter
II
Archiving and searching
A
rchiving and searching
Finding a document in the archive
Enter, e.g., the address for
archive 3
in Internet
Explorer.
Enter
the
following
line:
. Enter the user name and
password to access
archive 3
. If you are also required
to identify yourself, enter the following first in the
search
!bvli!
User name Password (
your personal
identification attributes). Now enter, e.g., Invoice
4711 and press .
The system will display all documents that were
saved with the search terms “Invoice” and “4711.”
Documents that only contain either “Invoice” or
“4711” will not be displayed because the search
conditions have not been fulfilled. Only those docu-
ments that contain both “Invoice” and “4711” will be
displayed.
A total of up to seven words or terms can be entered in the search field separated by blank spaces as so-called “AND
CONDITIONS.” In addition, you can also limit the results list to display hits for a certain time period.
E.g., enter the following in the search field
(10.02.2013-025.05.2013) Invoice 4711
and press . The system will display all doc-
uments that were archived in this time period that
also contain the search terms “Invoice” and “4711.”
E.g., enter the following in the search field
(10.02.2013-025.05.2013)
and press .
The system will display all documents that were
archived in this time period (see the image on the
left).
E.g., enter the following in the search field
.XLS
and press . All files with the format
XLS are displayed.
In order to view the relevant document or file, click
on the relevant
line in the hit list
.
Displaying the latest archive processes in the order that they were saved
Enter just three dots in the search field and press .
S
earching
in an archive
Submitting a query to identify the number of files
Entering the
equals sign three times
at the start of the search field means you will only display the number of files found.
E.g., to find the number of invoices from customer “Mustermann” then enter the following:
=== Invoices Mustermann
Partial word search
Entering the
comma sign three times
at the start of the search field means you will only display those entries containing
the relevant partial word at the start of the word. For example, if you want to search for all invoices that begin with“47,”
enter the following:
,,, Invoice 47
. The hit results will be, e.g., Invoice 4701 and Invoice 4711 and Invoice 4784, etc.
Entering the
question mark symbol three times
at the start of the search field means you will display the documents
containing the relevant partial word anywhere in the word. For example, if you want to search for all e-mail documents that
contain“@BvLArchivio,”enter the following:
??? @BvLArchivio
(
Note:
This search query may take considerably longer.)
It is possible to prohibit certain workstations or users from issuing a partial word search (see pages 23 and 26)!
Hit results for the search query
Search field
Changing the number of search terms displayed
Enter one of the following commands in addition at the end of the search field:
Example:
Enter
Invoice 4711 !BvL1!
in the search field.
(
Note:
This setting is only valid for this browser session.)
!BvL1!
= 100
search terms
!BvL2!
= 500
search terms
!BvL3!
=1,000 search terms
!BvL0!
= 20
search terms
Show preview images (Server default setting - see page 36)
Enter just
!BvLp1!
or
!BvLp2!
in the search field and press .
(
Note:
This setting is only valid for this browser session.)
