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Searching for a Content Item

You can search for a text string in a content item's (document's, questionnaire's, or campaign's) title, or within its contents, keywords, or reference number.

Notes:

What content items you have access to depends on their security level, what roles and permissions you've been assigned, and your current content item task assignments. See Content Item Access Table for details.
You can change the default search settings using My Profile (see Changing Your Profile Settings).

Click Documents, Questionnaires, or Campaigns, and then click Search.

If you have access to multiple sites, select the site or sites you believe the content item could be in.

Click the current site selection and then do one of the following:

Click a different site.
Click All Sites to search all sites you have access to.
Select Allow multiple selections, and then select two or more sites.

Note: Because you must have at least one site selected when Allow multiple selections is active, your primary site may be selected by default. You must select another site before your can clear the primary site selection.

Click OK.

(Optional) The My Relationship option lets you narrow the search to only those documents or questionnaires you've been assigned to in some way, such as those you've been assigned to read or complete. Click an option, and then click OK.

Note: The following are all possible My Relationship options:

Content I Read/Complete
Content I Own
Content I Proxy
Content I Write
Content I Review
Content I Approve

The options available to you depend on what roles you've been assigned. You should at least see the Content I Read/Complete option.

Select the status or statuses you believe the content item could be in.

Note: The Status option is hidden if you select any My Relationship option other than All.

Click the current status selection, and then do one of the following:

Click a different status.
Click All Active Statuses.
Select Allow multiple selections, and then select two or more statuses.

Notes:

The available status options depend on what roles and permissions you've been assigned. For example, you will see the Approval option only if you've been assigned the Approver role or Administrator permission.
Because you must have at least one status selected when Allow multiple selections is active, Published (in Documents) or Started (in Questionnaires and Campaigns) is selected by default. You must select another status before you can clear the Published or Started selection.

Click OK.

Click inside the Search box, and then type some text. See Search Text Options for detailed instructions.

(Optional) To change other search settings, click , and then do any of the following:

The Find (Search), Site, My Relationship, and Status options are the same as those in the main Search pane. You can change any of these, if necessary.
To change what content item property is searched, for Search Field selection, select Title, Full Text (see "Notes" below), Keywords, Reference #, or All of the above, and then click OK.

Notes:

If the Search Field setting is All Search Fields, an administrator has selected a system setting that forces the searching of all fields, in which case you cannot choose a different setting.
Full Text is only available in Search within the Documents area and applies only to Word, Excel, PowerPoint and text-based PDF documents.
An owner can add keywords when creating a content item, but is not required to. Keywords are words or phrases the owner thinks users might search for when trying to find a particular content item.
The default My Relationship and Search Field settings are initially set by an administrator, but you can change these defaults in My Profile (see Changing Your Profile Settings).

To specify more search criteria when searching for documents, such as a date range, select Advanced Search, and then see Advanced Search for detailed instructions.

Click .

The search returns a list of all documents or questionnaires, if any, that match the search text in the selected areas of the document or questionnaire and in the selected site, relationship, and status.

If the search returns a long list, several features are available to help you reorganize or narrow the list to make a document or questionnaire easier to find. See Working with the Content Item Grid.

Note: To clear the current search and start over, click in the Search box.

To open one of the listed items, click its title. The content item opens in a separate browser window.

Note: To open the content item and go directly to its Overview tab, click the link in the Status column.

What you can do with the open content item depends on your assigned role. Go to a topic below that corresponds with your role.

Document Owner or Proxy Author :

Creating a Document

Working with Documents or Questionnaires in Review and Approval

Doing a Periodic Review and Creating a New Version

Working with My Tasks

Questionnaire Owner or Proxy Author :

Creating a Questionnaire

Working with Documents or Questionnaires in Review and Approval

Doing a Periodic Review and Creating a New Version

Working with My Tasks

Campaign Owner:

Creating a Campaign

Doing a Periodic Review and Creating a New Version

Working with My Tasks

Writer:

Writing a Document

Adding Questions and Answers to a Questionnaire

Working with My Tasks

Reviewer or Approver:

Reviewing and Approving a Document or Questionnaire

Working with My Tasks

Assignee:

Reading a Required Document

Completing a Questionnaire

Completing a Campaign

Working with My Tasks