Search in InSite

You have a powerful search function for searching in InSite. You can search in documents, dossier items and attachments. The search function is only available if it has been configured.

When you search, you search through the following sources:

• InSite pages

  Search through published pages which contain text (see the explanation at the bottom of this help text). The search result only contains pages that can be opened directly (without an input parameter).

• Dossier items and responses to dossier items

  Search through dossier items on number, description and comment, the name of the sender and the description of the dossier item type.

  You can only search through dossier items if this is allowed for the dossier item type concerned.

  For responses, you search on text and sender.

• Published documents and responses to documents

  Search through published pages which contain text (for example, keywords, introduction or text on the page).

  For responses, you search on text and sender.

• The text of attachments

  For larger attachments, only the first few pages are indexed, up to a maximum of 3,000 words or 20,000 characters. For PDF documents, there is an extra restriction - only the first 20 pages are indexed.

  In Profit Windows, you can check which types of files are indexed. You cannot change these types.

If a user performs a search, only the search results for which the user is authorised are shown.

Note:

The menu and tab authorisation in Profit Windows is therefore not relevant. If a user has access to specify dossier items on the basis of filter authorisation and the settings in the properties of the dossier item type then the user will have access to these dossier items using the search function.

For example, it can occur that a Profit Windows user does not have access to CRM / Dossier / Dossier or the tabs on which dossier items are displayed. However, the user can have access to dossier items on the basis of filter authorisation and the settings in the properties of the dossier item type.

This also applies for access using the destination of a dossier item. It can occur that a user does not have access to a specific destination such as an organisation. However, if the user does have access to the dossier item itself, this dossier item will be available via the search function.

Search in InSite or OutSite:

1. Open the search page.
2. Enter the search term.
3. Click on: Search.

   You search on the entire search term and on words beginning with the search term.

   Example:

   Look up: Micro.

   For example, the search result contains the terms: Micro, Microsoft.

   To search on multiple terms which literally appear consecutively in the text, place quotation marks around the search term.

   Example:

   Look up: 'Microsoft Office'.

   The search result contains all pages, documents, etc, in which "Microsoft Office" appears literally.

   AND: look up based on two terms that both appear on one page. You may use a & symbol instead of AND.

   Example:

   Look up: Microsoft AND Office.

   You can also complete this exercise as follows: Microsoft & Office

   The search result only contains pages on which both Microsoft and Office appear. The words do not have to be next to each other just on the same page.

   OR: look up based on two terms of which at least one appears on the page. You may use | instead of OR.

   Example:

   Look up: Microsoft OR Office.

   You can also complete this exercise as follows: Microsoft | Office

   The search result contains pages on which Microsoft and/or Office appear.

   AND NOT: look up based on two terms of which one appears on the page and the other one does not. You may use &! instead of OR.

   Example: 

   Look up: Microsoft AND NOT Office.

   You can also complete this exercise as follows: Microsoft &! Office

   The search result contains pages on which Microsoft appears, but not Office.

Which pages are indexed?

Only pages that are indexed will be listed in the search result of the search action. Profit does not, however, index all pages. Specific pages only have a technical application or are used to select data, and these pages are not indexed.

Profit indexes pages where at least one of the following data items is filled in:

• Introduction
• Keywords (for search engines)
• Formatted text
• Attachment
• Introduction (Summary)

If, for example, only the title of a page has been entered, the page will not be indexed. If a page is indexed because at least one of the above fields contains a value, the following data will be included in the index:

• Title
• Sub-title
• Introduction
• Formatted text (contents of the page)
• Keywords
• Titles of visible page components such as videos, tests with layout, images, etc.
• Description (only when the Title and Deviating title fields are empty).