One of the main advantages of using Sohodox small business document management software is its range of search features. The Quick search feature works pretty much like Google, Yahoo and Bing search engines. You simply type-in some keywords and you get a list of results in the pane. But what do you do if your system has thousands of documents in it, with many of them using one or more common words? That’s where Advanced Search and Saved Search come to your rescue. Read on to learn more about them…
Advanced Search
This method of searching allows you to refine your search by choosing from multiple criteria and up to three different parameters. For example, if you want to search for a document containing the text ‘deductions’, you can choose the advanced search option, select Document Text from a drop-down list of criteria, select Contains from another drop-down list of criteria and then type ‘deductions’. This narrows down your search considerably. You can even add more criteria to the search options or reduce criteria if you wish. You may have to enter some more information to find your desired document when compared to quick search, but it can significantly cut down the time it takes to locate the document.
Saved Search
Do you find yourself searching documents created by ‘Bob’ more often than those created by others? Instead of selecting the parameters every time you want to look for documents created by Bob, you can simply select the parameters once and click ‘Save as’, specify a name to the search and click OK. This set of search criteria will appear under Saved Searches à Custom Searches. The next time you want to look for a document using that set of search criteria, you can simply click Custom Searches under Saved Searches and you get the list of documents you were looking for – in just a few clicks! This list will keep getting updated automatically.
Employees usually spend several minutes a day looking for documents – not just paper documents but electronic files too – that are stored either on their computer’s hard disk or on the network drive. Imagine how much more productive they could be if only better search features were available. If you encourage your employees to use Sohodox Advanced Search and Saved Search, they can save several hours every month, giving them a better chance of achieving their targets and improving the productivity of your organization.
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