Search Engine

What's in this article:

• Simple Search
  • Search Form Option - Artefact Contains
  • Search Form Option – Number Contains
  • Search Form Option – Artefact ID Is
• Advanced Search
  • Search Criteria
• Saving Search Results

RedEyeDMS provides a rich search experience. There are two modes of search available to use - Simple and Advanced search.

Simple Search - a quick intuitive interface that most users will find gets results using the most commonly referred metadata like Document Number, Title, OCR content and artefact ID.

Advanced Search - Available to all users and easy to use, this mode provides more granular filtering where users, Project Managers and Administrators can search with keywords from ALL metadata options configured for the organisation.

Important Note on Simple Search Functions:

Out of the box RedEyeDMS Search defaults to using OR operator statements for multiple Keywords typed directly into Simple Search box. ie. Multiple terms entered into text box with spaces may produce large result numbers as the system finds all artefacts that contain any of the terms (though we bring those containing more than one to the top of the list). You can group words into a "Paragraph Search" by surrounding the terms with double quotations if needed though.

Your Organisation may elect to enable an option to default this multiple keyword response to AND operator statements, so only artefacts containing ALL the terms are returned using Simple search as the default action. If this is important to you, contact your Bucket Administrator to discuss having this option enabled (via their Customer Success Manager.)

You can access the Search page from the menu on the left. Select the Bucket you wish to search within from the top left drop down. 

Simple Search

Use the Simple Search Bar to enter your search keywords and Enter or click Search to run the search. When your search returns results, a Search Statement will summarise the keywords searched and which AND/OR Operator utilised.

There are shortcut prefixes that you can use in front of your keywords in the search box (more information can be found HERE)

However, rather than you having to remember the shortcuts we have built in a UI to let you drive these in a more visual way. To access a more Graphic Simple Search tool, click the double chevron icon that sits in the search bar beside the Search button.

Now you are presented with individual options to define what keywords are matched against, and how, in the simple search format.

The three main Simple Search options available to select from are -

• Artefact Contains
  Search for artefacts based on search values held within the artefact such as title, name and metadata. Also can search for artefacts based on variables entered being held as artefacts ’OCR’ extracted data or artefact content. This is the equivalent of the ‘&’ search and ‘:’ search command.

OR

• Number Contains
  Search for artefacts based on search values held as part of their artefact number. This is the equivalent of the ‘@’ search command.

OR

• Artefact ID
  Search for artefacts based on the search values matched to the RedEye artefact ID. This is the equivalent of the ‘#’ search command.

  Within each of the three search options, multiple variables can be entered to be included as part of the search logic.

A more detailed explanation of each of the three Simple Search options is as follows -

NOTE: if you have keywords entered into one of the options already (eg.Artefact Contains), you must remove them before the other two fields (eg. NumberContains or Artefact ID) are enabled to have keywords added.

Search Form Option - Artefact Contains

The Artefact Contains search option allows you to search the contents of the artefacts for the keywords entered. Selecting from one of the three filters you can further refine the search to focus on the artefacts’:-

• Title, number or metadata for the keywords OR

• OCR Content only OR

• Artefact Content

Simply click on the appropriate radio button to select the appropriate filter.

Being able to narrow down the search allows you to execute a more efficient search that runs quickly and returns focused results.

The drop down ANY/ALL allows you to select how the keywords entered in the input field will be applied

• When ‘’ANY’’ is selected - any of the keywords simply need to be present in an artefact for it be selected (ie an OR command will be inserted by DMS search logic between each keyword entered)

• When ‘’ALL’’ is selected - then all of the keywords need to be present in an artefact for it to be selected (ie an AND command will be inserted by DMS search logic between each keyword selected).

Some other points to note

• You can enter multiple keywords/terms/codes to focus the search as required.

• A space between keywords entered will indicate that they are separate terms.

• If required use quotations to indicate 2 or more search terms should be applied as a string ie ‘’site plan’’ would be applied as one keyword and not as two separate keywords.

Search Form Option – Number Contains

The Number Contains search option allows you to search based on matching artefact numbers to the keywords entered. You can search for multiple artefact numbers.

Search Form Option – Artefact ID Is

The Artefact ID is the unique numerical code assigned to each artefact in RedEye DMS. You can obtain this Artefact ID in the URL of each artefact - it is the number at the very end. eg. https://app.redeyedms.com/artefacts/search?artefact=677384.

Simply enter the Artefact ID that you wish to search for with this option.

If you want to search multiple IDs, separate each ID with a semi colon (;), no spaces

Advanced Search

Advanced search utilises more filters and can access all of the optional metadata fields to search in a more granular, specific fashion. This is great for Document Controllers, Administrators and Project Managers who need detailed searches, though is available to all users.

To access the Advanced Search, simply click within the Search bar and the filters will drop down for you to choose from (you shouldn't try to use Simple and Advanced UIs together)

Build your search string by adding a filter, keyword and action. Then add others to your query using the + beside the current filter, click Search button to run search.

1. Search bar

2. Filters 

3. Category

4. Value (free text or drop-down options)

5.  + Add filter 

6.  x Delete filter

The search bar is a free text field where you can search via a keyword.
You can also apply filters, and further define your search with categories. All filters you select will appear in a horizontal list, making it easy to delete or add another filter.

Tip – start your search broad and add filters as you go, if you can’t see your artefact try removing 1 or 2 filters to broaden the search.

You can select individual filters or build a search string by clicking on each one in turn and entering your values. 

• Search artefact content – searches within the artefact itself, for example if there was a word within the drawing that you knew was there, you can search this as a keyword.

• Group – this refers to the Group an artefact may be in

• Number – this is the artefact number (such as a drawing number)

• Title – refers to the title of the artefact

• OCR Content – this is searching against any of the OCR'd content based on generated artefact previews

• Discipline – this is a drop-down menu and includes names of disciplines such as Electrical, Civil or Mechanical

• Status – refers to where the artefact may be in a workflow, such as As Built or Design.

• Metadata – searches on particular metadata fields attached to the artefact such as revision.

• Artefact Type – search for files based on the upload paths as Drawings, Documents or Media

• File Type – this allows you to search for artefacts on the latest file type

• Mapped – the searches for any artefacts that's got geo-coordinate in RedEye

Search Criteria

After selecting the Filter, you will then see either a drop down to select the condition for the Value in the selected Category: 

Must Exactly Match – You want to only see this value and no other value
Must Contain - You want to see this value
Should Contain: If the value is found, show at the top of the results;
Should Not Contain:You do not want to see this value

Saving Search Results

You can save your search to either access in the future or share with someone else. After your search results are returned, click on Save to the right of the search bar.

Your Saved Searches will appear on the left column of the search page.

To share a saved search, click to the right of the Search and select Copy Shared Link - paste link into emails or documents to send.

From this menu you can also Edit QR Code, or Remove (delete) your saved search. This will create the saved search criteria into a QR code. This code can be scanned by RedEyeDMS Mobile app to load the matching artefacts into search results.