How to Use Queries Appropriately

By Joan Honig • Jul 31, 2015 9:20:00 PM
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Saved Queries are the most efficient means of retrieving documents from Fortis. Hunting for files in the Document Explorer, or using Browse Queries can be used for quick one-off searches, but should not be the primary method for finding documents.

Queries_1Use the Document Explorer to find a document when:

  • You know exactly where it is
  • There are very few (less than 50) documents in the folder
  • You know a Query does not already exist to find the document
  • You don’t need to see all of the index information that would show up in a Query or Browse result

Use Browse Queries when:

  • You know a Query does not already exist to find the document
  • You want an easy way to start building a saved Query
  • You are conducting a very broad search
  • If you find yourself using Browse Queries to search for the same thing more than once, you should probably configure a saved Query.  

Query Consolidation

Rather than haviQueries_3ng multiple Queries prompting for a single piece of index information, create one Query that searches all of them. So for example, instead of having a Query for Invoices by Number, a Query for Invoices by Vendor, a Query for Invoices by Date, and a Query for Invoices by PO Number you could simply have a single Query called Invoices that provides input to search on all of those index fields.

Add lines to your Query for each field you’d like to search on

Use the AND continuation

Queries_4When you run the Query, you will be prompted to enter each piece of index information. You can enter only one, or a few, it’s not required that you provide data for each prompt to get results.

The Query will only perform the search on the index fields that you enter search criteria into.

 

 

 

 

Topics: Tips & Tricks, Fortis, Team Productivity

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