Searching FAQ


In this FAQ:

Search Locations

You can search the content (documents and pages) of one single community by using the search box that appears in two places in a community:

  1. The community home page, by default the search is at the top of their home page, but could be located in another section of the home page
  2. Any of the documents pages

 

To search ALL your communities, including other pages on the HC Portal, use the search located at the top and to the right of the HC Portal logo on every page.

To search ONLY a Resource Center use the dedicated search on that page, located by default at the top left.

Also, once you are on the search results page, you can choose to run your same search in a different location by selecting the location from the “Where to Search:” dropdown:

Where to Search

How your Search Terms Return Results

By default you will be shown results that contain ALL the terms you entered in the search term field. When viewing your results, you have advanced keyword options that allow you to change this default behavior so that your results contain:

1.      Any of your keywords

2.      Your EXACT phrase

Any or All Keywords Option

 

Additionally, you can change the number of results returned by using the following symbols in the Keyword field: +, -, “”, and *, as explained in this table:

Example

Results (with ANY or ALL keywords option)

-quarterly +template

Will return any results with template BUT NOT with quarterly in them. Results will be the same whether you choose ANY or ALL.

“B.2” template

Enclose a single term with a special character in double quotes,to return results that contain B.2. Otherwise B and 2 are searched for separately.

deliver*

Wildcard returns results for delivery OR deliverable OR deliveries, etc

 

 Viewing Search Result Details

Your results by default are ordered by Last Modified date, but can also be sorted by…

Using ANY or ALL keywords option

(Note: The Folder option will order your results into groups of files that are all within the same folder)

                                         

On the results listing you’ll see that results contain the Title and Tags for the document. The text underneath the title will either be the Description or File Content depending on if there are remarks, else it will display file content. Any terms that you've entered will be highlighted.

You’ll also see the location of the document, Author, and Create/Modified Dates

Three additional items to point out:

Highlights of your Search Results

1: Relevancy: This takes into account various criteria such as the number of times the search terms appear, where they appear within the result, how many times they appear and so on to produce a quantified importance index. 

2: Read More Details: Clicking this link will take you to the details page where you can download the file and opens in a new window so you can keep your search results page intact. (Remember that you can always click on the document title in your search results to download the file as well).

3: More Like This: This link returns similar results based on the selected number of repeated terms. So if the original term you searched for was sugar and you find a document focused on diabetes, clicking the more like this will yield results that take into account the highest counts of terms from that document. An example would be that if the document on diabetes has the word foot and vision appearing many times, your results from the More Like This will contain other documents that have those words appearing many times.

 

Limiting Results via Advanced Search Options

Once your results are returned you’ll also be presented with some Advanced Search Options at the top of the results page. Two of these were covered earlier in this article:

1.      Changing where on the site you want to search

2.      Changing how your keywords are searched for

There are a few more ways you can control your results noted below.

 

Limiting Search Results by Meta Content

By default your search will return results that contain your search terms in:

Title

Title of the document (not filename) or webpage.

File Content

The text of what is actually in the document/or on a web page.

Description

The remarks/description the user who has uploaded a document has provided.

Tags

Any keywords/tags the user who has uploaded a document has provided.

 

To limit your search to just a Title, put a check in the box and click SEARCH

 Limiting Search by Meta Content

Limiting Search Results by Document Type

If you’re searching for a document that you know will be a particular file format, say a template that will be an Excel document, use the Filter by Type to select Documents removing Site Pages from your results:

Filtering Results for Only Documents 

A second pulldown will appear, allowing you to select the type of document:

 Selecting which Document Type to Filter by

 

Searching by Last Modified Date 

If you know a date range for when a file may have been added or modified you can limit your search results by specifying a date range. You can enter a date in one or both of the available boxes by either typing the date in this format: MM/DD/YYYY or by picking the date from the calendar dropdown.

1.      To limit your results to all documents modified from a certain date to present, use only the ON or AFTER date box

2.      To limit your results to all documents modified any time before a certain date, use only the BEFORE date box

3.      Use both date boxes to limit your results to a specific time period in the past