Working within a company is teamwork and when a document needs clarification or the next steps in the workflow need to be discussed or clarified, communicating this within your team can be done by adding notes to a document.
This way, a discussion or time line can be created which gives context about the state that the document is in (such as 'on hold' when waiting for an invoice to be payed).
For more information, see Working with document notes in Xtendis 7.
Notes or documents that contain notes can be found by using the search tools in Xtendis.
This article explains how this is done.
Searching for notes can be done by using the following:
- The Quick Find option on the Dashboard
- The Find option for more detailed searches
Each is explained below.
The Quick Find option is available on the Dashboard and is used to quickly find a note by entering just one or a few search criteria without having to be familiar with the archive structure.
For full details about how to use the Quick find, see Searching for documents in Xtendis 7.
When performing the search, a new page appears with the search criteria at the top and the search result below it.
Note that different tabs are used for showing the results for documents (in blue), dossiers (in green), and notes (in yellow).
To view any notes that were found, click the Notes tab.
Double-clicking a note opens the document in which the note is placed in a new browser tab with the Notes panel opened.
For more details about using the search results, see Working with search results in Xtendis 7.
The Find option is a more general search option and also includes an option to search for notes directly.
Step 1. Do one of the following:
- On the Dashboard, click on the three dots of the Find icon and choose Notes from the menu that appears.
- On the Dashboard toolbar, hover the mouse pointer over the Find icon and choose Notes from the menu that appears.
The Find options appear. The yellow background indicates that notes are going to be searched.
Step 2. Fill out the search criteria to search on:
- Archive. Select the archive to search in.
Note: The archive that is set by default can be configured in your personal settings.
- Filter. Any text that should occur in the notes.
Tip: Leave this field empty to find all documents that contain a note.
- Time period. Choose one of the following:
- Last week
- Last month
- Last year
- Owner. Choose one of the following:
Step 3. Click Find to perform the find.
The results are shown on the same page.
Note: If the note that you are looking for does not appear, it either does not match the search criteria or you do not have sufficient rights to view the document in which the note is placed. Change the search criteria or check with your system administrator about your access rights.
On the page, you will see the search panel on the left, the found notes and a preview of the selected document in the middle, and the toolbar and any opened panels on the right.