Advanced Search

Performing an Advanced Search

Create the Search Request

1. Enter criteria in either the Search box in the page banner or within the search module. Among the criteria, advanced searching can include:

    • Words and phrases (This is a like search against all application metadata and full text searching)
    • Numbers
    • Use of AND to include the entries before and after (i.e. Bill and Matt)
    • Use of parentheses to return only exact results (i.e. “Budget Report – 2017”, “Meeting Recording – 110718”)

2. Click the search button button in the Search box in the Search module or click the search icon icon on the page banner.

Create the Search Request

Note: A set of facets (filters), based on the search results are displayed in the Browse Panel, while the search results displayed in the Detail Frame.

Browse Panel

Note: Your local ArkCase FOIA configuration will determine the column titles and the naming format of the searches result.

Results Page Elements

Name – is the system-assigned name of the item that meets the search criteria.

Type – identifies each item, for example as a request or task, or as a file if the result is a system-generated .pdf document.

Title – is created for new items, for example a new request; tasks generated by actions on requests display the system-generated title.

Parent – is the request to which the task or document is associated.

Assignee – displays for requests and tasks.

Modified – is the date on which the latest action occurred.

Narrowing Search Results by Facets

Narrowing the Search Results by Facets

Along with the search results, a set of corresponding facets displays in the Browse Panel. Facets are like filters. Use one or more facets to narrow the number of results that display.

1. Perform an advanced search using either search box.

Narrowing the Search Results by Facets

2. Select or clear the facet check box(s) to create a filter. The results will modify as you make the selections.

Select or clear the facet check box

Note: The facets available vary by the search results and by the previous filter. Each facet shows the number of results that correspond to that filter.

Collapsing Facets, Sorting, and Hiding Columns

Collapsing Facets

1. To collapse the facet list, click the collapse button above the Browse Panel above the heading. This will collapse the facet list to the left. To expand the list, select the button again.

                         Expanded                                              Collapsed

Expanded facets                  colapsed facets

 

Sorting Columns

Columns can be sorted in ascending and descending order based off your preferences. The sort option can also be removed to set the columns order back to default

1. To reorder the list of results, click the drop-down arrow in the column heading, and select a sort action. The list will sort in ascending or descending order of the selected column.

Note: You can also sort by clicking the column title bar to toggle through the sort options.

Sorting Columns

After sorting the list, you can continue to sort based on additional columns.

1. To sort on multiple columns, start by click the drop-down arrow in the column heading and sort your primary column.

2. Choose another column, click the drop-down arrow and sort that column.

sort your primary column

Note: You can sort on as many additional columns as you would like. Columns will be displayed with the number of the order that you added additional columns.

Hiding Columns

1. To hide a column from the displayed results, click the drop-down arrow in the column heading and select Hiding Columns -button.

Hiding Columns

Download Selected Files

Search results can be downloaded as a word document, PDF or an Excel file, depending on the type of results that come up from your search.

1. Select the file you would like to download. It will become highlighted, and then click on the Download Selected Files -button button in the top right corner of the search results.

Download Selected Files

2. Once the file is downloaded, it will show a tab on the bottom of the page. You can open the file from here.

show a tab on the bottom of the page

3. The file will then open onto your PC and you will be able to open the information and view/edit the content that is corresponding to the downloaded file.

file will then open onto your PC

Export Results

1. Search results can be exported into an Excel file (default) by clicking the Export - button button in the top right corner of the search results in the Search module.

Export Results

2. Once the search results are downloaded, it will show a tab on the bottom of the page. You can open the results from here.

exported files show bottom of the page

Exported Search Results

Exported Search Results

Hyperlink to Request

Within the search results, you can use hyperlinks to view specific requests that you have found while searching.

1. In the search results, find a request and select the blue, hyperlinked name or title.

Hyperlink to Request

2. By selecting a Request’s name or title, a new window will open displaying the Request module and the selected request.

Request module

Hyperlink to Files in the ArkCase FOIA Viewer

Within the search results, you can use hyperlinks to view specific files in the ArkCase FOIA viewer.

1. In the search results, find a file that you would like to open and select the blue hyperlink in the title column.

Hyperlink to Files in the ArkCase FOIA Viewer

2. By selecting the title, a new window will open displaying the selected file in the viewer.

displaying the selected file in the viewer

Hyperlink to Files in Native Format

Within the search results, you can use hyperlinks to view files in their original, native format.

1. In the search results, find a file that you would like to open and select the blue, hyperlinked name.

2. By selecting a file’s name, it will download and show a tab on the bottom of the page. You can open the file from here.

Hyperlink to Files in Native Format

3. When you open the file, it will be displayed in the original format that it was uploaded. You can then select to save the file.

original format that it was uploaded

Note: Examples of files that can be opened this way are .doc, .pdf, rich media, etc…

Hyperlink to Tasks

Within the search results, you can use hyperlinks to view specific Tasks that you have found while searching.

1. In the search results, find a Task and select the blue, hyperlinked name or title.

Hyperlink to Tasks

2. By selecting a Task name or title, a new window will open displaying the Task module and the selected Task.

Task module

Hyperlink to People

Within the search results, you can use hyperlinks to view specific People that you have found while searching.

1. In the search results, find a Person and select the blue, hyperlinked name or title.

Hyperlink to People

2. By selecting a Person’s name or title, a new window will open displaying the Person module and the selected Person.

Person module

Hyperlink to Organizations

Within the search results, you can use hyperlinks to view specific Organizations that you have found while searching.

1. In the search results, find an Organization and select the blue, hyperlinked name or title.

Hyperlink to Organizations

2. By selecting an Organization name or title, a new window will open displaying the Organization module and the selected Organization.

Organization module

Hyperlink to Document Repository

Within the search results, you can use hyperlinks to view specific Document Repositories that you have found while searching.

1. In the search results, find a Document Repository and select the blue, hyperlinked name or title.

Hyperlink to Document Repository

2. By selecting a Document Repository name or title, a new window will open displaying the Document Repository module and the selected Document Repository.

Document Repository module

Hyperlink to My Document Repository

Within the search results, you can use hyperlinks to view your Document Repositories that you have found while searching.

1. In the Search results, find one of your My Document Repositories and select the blue, hyperlinked name or title.

Hyperlink to My Document Repository

2. By selecting your My Document Repositories name or title, a new window will open displaying the My Document Repository module and the selected My Document Repository.

My Document Repository module