Searching for Documents and Notes
You can search for documents that you have uploaded into vaults and folders in a SmartVault account in the SmartVault portal.
You can search using the following items:
• By document name
• By one or more words in the document name
• By file extension, such as .doc, .jpg, or .pdf
• By one or more words in the document Description field
• If you use QuickBooks, you can also search for notes associated with entries in a QuickBooks company file by searching for text in the note.
• If you are a user in an account with a Professional plan, you can also perform a full-text search for searchable documents by searching for key words contained within the body of a searchable Microsoft Word, Excel, PowerPoint, or PDF document. For more information about full-text searchable documents, see
“Understanding and Creating Full-Text Searchable Documents” .
When you select an item and then perform a search, SmartVault searches across the selected item and all of its child objects. Consider the following examples:
• If you select an account and then perform a search, SmartVault searches across all vaults and folders in the account.
Note: You cannot search across more than one account at a time. For example, if you are a member of the Carol Jones, CPA account as well as the Larry’s Landscaping account, you cannot search across both accounts in one operation. You must first select and then perform your search in the Carol Jones, CPA account. Then you must select and perform your search in the Larry’s Landscaping account.
• If you select a vault and then perform a search, SmartVault searches across all folders within the vault.
• If you select a folder and then perform a search, SmartVault searches across the folder and any existing subfolders beneath the folder.
To enhance your search, use the key words OR and AND to combine search terms.
Note: AND and OR are not case sensitive.
You can also use parentheses characters () to group a search expression.
The following examples show how you can use OR, AND, and parentheses when searching for documents and notes in the SmartVault portal:
valueA valueB -- returns content that contains both valueA and valueB key words
valueA AND valueB -- same as previous example; returns content that contains both valueA and valueB key words
valueA OR valueB -- returns content that contains either valueA or valueB key words
valueA OR valueB AND valueC -- returns content that contains either valueA or valueB key words and also contains valueC
valueA OR (valueB AND valueC) -- returns content that contains either valueA or contains both valueB and valueC
To search for documents and notes in the SmartVault portal:
2. If you want to search across all documents and notes in an account, select the account you want to search.
3. If you want to search across all documents and notes in a vault, select the vault you want to search.
4. If you want to search only a folder and any subfolders contained within the folder, select the folder you want to search.
5. In the Search field, type your search terms, and then click Search.
SmartVault displays a list of results for your search.
Note: When you upload documents to SmartVault, SmartVault servers index the documents. This indexing process allows you to search for documents by the document file name, by the document description, and, if you are searching in an account with a Professional plan, the content contained within the body of a full-text searchable document.
As a result of this indexing process, there may be a delay of between 0 - 120 minutes from when your last document upload completes until the indexing process completes and the document file name and description, as well as the contents of full-text searchable Microsoft Word, Excel, and PowerPoint and PDF documents (for accounts with Professional plans), displays in search results.
This time delay varies based on the volume of searchable content you are uploading at one time, as well as how busy the SmartVault servers in the SmartVault data center are during the time you are uploading your document.
If you find that your documents do not display in searches after more than 120 minutes after your last document upload completes, please contact SmartVault Support for assistance. For more information about contacting SmartVault Support, go to
http://support.smartvault.com/contact-support.
