Advanced Searching

and Filtering
5. To search the contents of documents/e-mails,
USING ADVANCED SEARCH IN type a word or phrase in the Everything field:
ndWEB
 Type phrases inside speech marks:
From your NetDocuments browser (ndWeb), click
the Advanced Search icon on the right of the
Search box at the top:
 Use curly brackets to perform an exact
search, e.g. United Kingdom
Search Legal

TIP – to refine your search you can use Boolean

THE ndWEB ADVANCED SEARCH operators, e.g. AND, OR, NOT etc. and
wildcards e.g. * ? etc. For example:
FORM
• Search for Payne AND lease to find
1. To ensure you are running a new search, click documents containing both words.
Clear Fields at the top-right:
• Search for Payne OR lease to find
2. Click Documents to exclude e-mails from your
documents either of those words.
search, click Email to exclude documents or
click All to search for both:
• Search for Payne NOT lease to find
documents containing the word Payne but
not the word Lease.

NOTE - if you select Email, extra fields are • Search for Payne w/10 lease to find
added to the form that are specific to emails, documents containing the word Payne
e.g. Email From/To/Cc etc.
within 10 words of the word lease. The
3. Click in the Cabinet field to select one or more number can be changed.
cabinets to search in. Use Ctrl + click to select
• Search for Dav* to find all documents
multiple cabinets, or select All active cabinets
containing words beginning with ‘Dav’ e.g. it
to search them all:
will find both ‘Dave’ and ‘David’.

• – searching
NB Search foris NOT case-sensitive.
organi?e to find all documents
containing both the word ‘organize’ and
‘organise’.

6. To search within the name or subject of

documents and e-mails, type a word, phrase or
NOTE – the search form changes depending Boolean operator into the Name or Subject
on the cabinet selected. E.g. if you select a field:
Legal cabinet, Client and Matter fields are
added to the form which may not be visible if
you select e.g. a Personal cabinet.

4. Search for a document number in the 7. To narrow your search to a specific client, start
Document ID field: typing the relevant client number or name in
the Client field:

Separate every 4 digits with a hyphen, or type

the number with no spaces/hyphens.
As you type, a list of clients matching your
TIP – to search for several document criteria is displayed in a drop-down list (in
numbers, leave a space, comma or semi- ndWeb only). Click once on the relevant name
colon between each 12 digit number. to select it. The client number then appears in
the Client field.

Page 1 of 6
Advanced Searching
and Filtering

What if I don’t know the exact Client number or 8.2. If a client number has not already been
spelling of the name? entered in the Client field above, a list of
matching matters for all clients will be
 Click the Lookup button at the end of the displayed in the drop-down list:
Client field (or press F2) to display a pop-up
window with a list of Recently Selected clients:

The client number and name is shown

 Click once on the relevant client name, then alongside the matter details.
click Select at the bottom-right of the pop-up
window :
8.3. Click once on the relevant matter to add
both the client and matter numbers to the
Client and Matter fields on the Search
form.

What if my client is not in the Recently Selected list

described above? TIP – if you don’t know the exact matter
number or name, find it using the
Select All from the left-hand menu to view a list of Lookup button (or F2).
all clients. Alternatively, you can search for the
client by name:

 Click the drop-down arrow on the Find entries 9. To search for a specific type of document, e.g.
that field and select contain: Correspondence, enter the required type in the
Document Type field, then select from the
matches in the drop-down list. (Or use the
Lookup (F2) to find it):

 Just underneath where it says Look in, select

the Description radio button:

10. To search for documents created by a specific

person, type their first name, surname or
 Type the client name in the search field and both in the Created by field. If you do not
press the Enter key or click the magnifying know the exact spelling, you can use
glass on the right: wildcards as shown below:

8. To narrow your search to a particular matter,

start typing the relevant matter number or TIP – click the blue ‘Me’ link on the right to
name in the Matter field. quickly insert your own name:

8.1. If a client number has already been

entered in the Client field above, a list of
matters for that client only (that match
your criteria) will be displayed in the drop-
down list.

Page 2 of 6
Advanced Searching
and Filtering

11. To search for documents created within a 14. To display additional search options on the
certain date range, click into the Created date form, click Show more options at the bottom
field and select the beginning date of the of the form:
range from the drop-down calendar, then click
into the next field to the right and select the NOTE – options vary depending on whether
end date: you are searching for Documents, Email or All
(top of the form):
Beginning date End date

14.1. To search just for e-mails with

attachments, tick the With attachments
only checkbox:

14.2. ShareSpace name – click to search for a

TIP – to find all documents created in the last
30 days, type -30 (number can be changed) ShareSpace (a secure container for
into the Beginning date field (+0 will sharing/collaborating on documents):
automatically be entered into the End date
field). This finds all documents created from
30 days ago to today:
14.3. Sort by - sort your search results by
relevance to the criteria, date or name
using the options in the Sort by section.
To make your selection the default, click
the checkbox at the bottom:
12. To search for documents modified by a certain
person or within a certain date range, use the
Modified/Sent by and Modified/Sent date in the
same way as the Created by/Created date as
above.

13. To search for folders, or documents from

within a specific application e.g. Word, Excel NB – select Personalized to sort items in
etc. click into the File extension field and the results higher, if your name is in the
select from the drop-down list: Author, Created By or Modified By fields
(for documents), or the Sent To, Sent
From, Imported By fields (for email).

14.4. If searching for a specific word, e.g.

‘person’, you can include all variations of
the word in the search, e.g. ‘people’.
Tick the Alternate word forms checkbox:

14.5. To search for files which have been

deleted, or for files where the profile form
is not complete, click the relevant check-
boxes next to Filter by:

15. To run the search, click the Search button at

the bottom of the form:

Page 3 of 6
Advanced Searching
and Filtering

THE SEARCH REFINEMENT PANEL Filtering your search results

After running a search in ndWeb, the Search Further down the Search Refinement Panel is the
Refinement Panel is displayed on the left of the Narrow Your Results section:
screen and the Search Results are displayed on the
right of the screen, in a list:

Search Refinement Search Results

Panel

1. In this section the search results have been

filtered. Each filter (Client, Matter, Document
Type etc.) offers a different way to narrow
down your search results.
You can use the Search Refinement Panel to
change search criteria, and to filter the search You can click on a filter and select exactly
results, making it easier to find the file/s you need. which results you wish to see. This can be
repeated for as many filters as required.

Changing Search Criteria 2. When a filter has a number alongside its name,
You can change any of the search criteria that was the number indicates how many sub-filters
used to create the original search. there are. E.g. Client (4) means that the
search results contain documents and/or e-
1. At the top of the Search Refinement Panel you mails that were created for 4 different clients.
will see the Search Criteria section:
3. To view a filter, click on the filter name, e.g.
Client. A pop-up window is displayed:

All criteria entered or selected while creating

the last search are shown in this list. E.g. you
may see the Cabinet you searched in, the
Words you searched for (and which fields are
being searched, i.e. either Name/Subject or
Everything), the Client number you specified
etc.

2. To change, add or remove any of the search

criteria, click the Revise button at the top-right
of the Search Criteria section: 3.1. In the pop-up window, the search results
are broken down into groups, or sub-
filters. E.g. the Client filter displays a list
of clients for whom results were found.
The Document Type filter displays a list
of all the different document types that
The Advanced Search form is displayed. Make were found in the search etc.
any changes required, then run the search
again.

Page 4 of 6
Advanced Searching
and Filtering

3.2. In the Items column on the right, you can Removing search results filters
see how many documents/e-mails were To remove an individual filter:
found for each sub-filter.
1. Click the filter name, e.g. Client to view the
E.g. the search retrieved 32 files that pop-up window.
were created for the client Payne
Holdings, as shown above. 2. Click the check-box at the top of the list to
remove the tick (or remove the tick from one or
more sub-filters):
3.3. To narrow down your search, you can
select to view the results for selected
sub-filters only.

To do this, click the check-box to the left

of any required sub-filter/s, then click the
Apply button: 3. Click the Apply button at the bottom of the pop-
up window.

To remove all filters:

1. Click the word Clear in blue text at the top-right

of the Narrow Your Results section:

2. Click the Clear Filters button to confirm:

The search results listed on the right of
the screen will now only include
documents and e-mails from the sub-
filter/s you selected.

3.4. When you narrow a filter down in this

way, the number of sub-filters that you
have currently selected to view is shown
in brackets in the right-hand column:
All filters are cleared and the Search Results
will show all the documents and e-mails that
were retrieved as part of the original search.

Number of sub- Number of sub-

filters available filters currently
selected to view

Page 5 of 6
Advanced Searching
and Filtering
Customising the Advanced Search form 2. At the top-right of the screen, click the drop-
down arrow on the Search Result Options
You can reorder any of the fields on the Advanced
Search form: button, and select Save search from the drop-
down list:
1. Click the User-defined page layouts icon at the
top-right of the Search form (below the Search
Options button):

2. Click and drag any field to a new location as

required, then click Save at the bottom:

3. The Create Saved Search screen is displayed:

3.1. Enter a name to describe your search,

e.g. ‘DSP documents created in the last
90 days’:

Running an Advanced Search from ndOffice

1. From within an application, e.g. Word, click File

> Open in the normal way.
3.2. Select the cabinet to save the search to
2. On the left-hand navigation pane, click on the e.g. Legal, Personal etc.:
Cabinet you wish to search in:

3.3. Select the workspace (and folder if

required) to save the search to, e.g. the
Client or Matter workspace:

3. Click the Advanced Search icon at the top-right

of the dialog box:

The Advanced Search form is displayed. For

further help, see The ndWeb Advanced
Search Form section above. 3.4. Click OK.

4. Saved searches are displayed with the

CREATING SAVED SEARCHES IN NDWEB
icon. To run a saved search, click once on the
If you regularly perform a search, you can save it so name of it:
that it can be run again easily:

1. Create and run the search as normal.

TIP – you can add a saved search to your

Home Page (and to your Favorites) by clicking
the star icon to the left of it:

Page 6 of 6