What are document types & how do they help?
Users can sometimes put documents in wrong folders, or add duplicate tags with different spellings. Also Folders and Tags are not very flexible in cases where a document needs to be categorized in multiple ways. Document Types are a superior method of organizing documents. Defining a document type lets you categorize documents based on their content, for eg: receipts, contracts, invoices, etc. You can also add custom indexing fields to every document type like date, amount, vendor name, payment method, etc. And also define the type of data that can be entered in each indexing field, for eg: date in the ‘date’ field, numerical data in the ‘amount’ field, text in the ‘vendor name’ field, and cash, cheque or card in the ‘payment method’ field.
How to search for documents using metadata (document type fields)?
Quick Search: To do a quick search for any document, expand the document types tab in the navigation panel & select the type of document you want to search for. Then, click on the ‘Customize Quick Search’ icon beside the search bar, select the columns you want to include in the quick search (like total, invoice number, due date, paid, etc), enter your search query, and press enter.
Multi-condition Search: To do a multi-condition search, click on the drop down next to the search icon, select the number of fields you want to base your search on, enter your respective search queries, and click on search. For eg: If you are searching for invoices with queries like ‘total greater than $5000’ & ‘paid equals to no’, you will be able to see all unpaid invoices with an amount over $5000.
Text Based Search: In-document or text based search lets you find documents by searching for keywords or phrases in the document’s content. To do a text based search, go to the ‘Customize Quick Search’ icon, select the column ‘Document Text’, type the keyword or phrase of your requested document(s) in the search bar, and press enter. Your document(s) will be found in less than a second.