Search tips for using iManage Work 10 with IDOL Indexer

This guide details the best practices for end users searching for content in iManage Work 10 clients (iManage Work Desktop for Windows, iManage Work Desktop for Mac, and iManage Work Web) and is also intended for IT help desks and training departments building tip sheets for their user community. Search techniques covered include how to search with wildcards, Boolean, and special characters. Examples are provided for each technique. Also included are tips on how to improve searches. The search behavior described assumes that an iManage Work Server and Indexer (powered by IDOL) infrastructure is deployed with the default settings.

Default search behavior

Before you begin searching, it is important to understand the default search behavior when conducting a full-text search. Two rules are in place as the base assumptions whenever you enter text into the full-text search fields:

  • First, each search term is separated by an implicit AND operator. The AND operator returns documents containing all the specified terms in any order. For example, a search for credit agreement is treated as a search for credit AND agreement and returns documents that contain both terms in any order. This search does not return documents that have only one of the search terms. See Using Boolean operators for a search.

  • Second, it searches for stemmed variations of each search term. For example, a search for credit agreement returns documents with variations of the root of each word. That means that the search returns documents with credit as well as credits and credited. Likewise, agreement returns agreements as well as agree. See Stemming.

Search interface in iManage Work 10

In this section:

The iManage Work interface provides search functionality at two levels: Simple Search and Advanced Search (only in iManage Work 10 web application and iManage Work Desktop for Windows).

NOTE:

  • The figures included in this section pertain to the user interfaces for iManage Work 10 Web and iManage Work Desktop for Windows.

  • Personalized and All options appear on the search results page. By default, when searching from the home page, the search runs against All. When on the search results page, you can select the required option to refine your search results. However, if you run a new search operation from the search results page, then the selected option persists and the search results reflect your selection.

A library is the highest-level container. It can be created and named only by an iManage system administrator. Libraries can hold workspaces, and only workspaces may exist in the root level of a library.

Simple search

In this section:

Searching for documents

Figure: Searching for documents
images/download/attachments/122399902/searching_for_docs.png

  1. Select inside the search box and then select Documents.
    The list of search options is displayed:

    • Title: This is the default option. Title search is performed against the document titles, that is, documents are returned in the search results only if the search term is a part of the document title. If you have been using iManage Work 9.x, the Title field corresponds to the Document Name or Document Description fields that you may be familiar with.

    • Author/Operator: This search is performed if you are searching for individuals associated with the document. While entering the name of the user, you can use the @ symbol followed by the user name to display the list of users with similar names. This helps you select the required user without having to type the name fully. For example, @Jo displays all names that have the string Jo in them, such as John Jason, Simon Joe, and Jonathan Tye. Entering a space stops suggestions from being triggered.

    • Number: The Number search performs the search on the Document Number. It does an exact number search across the entire library even if you are within a folder. As a quick search option, in iManage Work 10 clients, you can enter the pound (#) sign in the search bar, followed by the document number. For example, entering #10 would return document number 10.

    • Keyword: The Keyword search for documents performs a full-text search; this means it looks for your search term anywhere in the document, including the document, title of the document, and metadata fields used for the document. You can also manually enter Keyword: in the search bar to perform this type of search.

      NOTE:

      Selecting Set as default makes Keyword search the default search criteria.

      See Boolean Operators Search for the supported search operators.

  2. Start entering the search term in the Search box. Alternatively, for a more refined search, select a search option, enter the search characters, and select images/download/thumbnails/122399902/magnify.png . The results list is narrowed down to display the documents that meet your search criteria.

Searching for emails

Figure: Searching for emails
images/download/attachments/122399902/searching_for_emails.png

  1. Select inside the search box, and then select Emails.
    The list of search options is displayed:

    • Subject: This is the default option. Subject search looks for the search terms in the subject line of the emails.

    • From: The From search looks for the users in the From field of an email. You can search using first or last names.

    • To: The To search looks for the users in the To field of an email.

    • Number: The Number search performs the search on the Document Number. It does an exact number search across the entire library, even if you are within a folder. As a quick search option, in iManage Work 10 clients, you can enter the pound (#) sign in the search bar, followed by the document number. For example, entering #10 would return document number 10.

    • Keyword: The Keyword search for emails performs a full-text search; this means it looks for your search term anywhere in the email, including the email, subject of the email, attachments (if any), and metadata fields used for the email.

      NOTE:

      Selecting Set as default makes Keyword search the default search criteria.

      See Using Boolean operators for a search for the supported search operators.

  2. Start entering the search term in the Search box. Alternatively, for a more refined search, select a search option, enter the search characters, and select images/download/thumbnails/122399902/magnify.png . The results list is narrowed down to display the documents that meet your search criteria.

Searching for matters

Figure: Searching for matters

images/download/attachments/122399902/searching_for_matter.png

  1. Select inside the search box, and then select Matters.
    The list of search options is displayed:

    • Title: This is the default option. Title search is performed against the matter names, that is, matters are returned in the search results only if the search term is a part of the matter name.

    • Description: Description search is performed against the description of the Matter, which typically is used to outline particular information about a Matter that might not be covered using the name.

    • Owner: The Owner search looks for matters based on the owner of the matter.

    • Keyword: The Keyword search for matters performs a full-text search; this means it looks for your search term anywhere in the Matter, including:

      • Workspace Name

      • Workspace Description

      • Custom 1 – Description and Alias

      • Custom 2 – Description and Alias

      • Custom 29 – Description and Alias

      • Custom 30 – Description and Alias

        NOTE:

        • Full-text search is limited only to the above-mentioned fields. For other fields, it does a database search.

        • Selecting Set as default makes Keyword search the default search criteria.

  2. Start entering the search term in the Search box. Alternatively, for a more refined search, select a search option, enter the search characters, and select images/download/thumbnails/122399902/magnify.png . The results list is narrowed down to display the documents that meet your search criteria.

Searching for clients

Figure: Searching for clients

images/download/attachments/122399902/searching_for_client.png

  1. Select inside the search box, and then select Clients.

  2. Enter the name of the client that you want to search for in the Search box, and select images/download/thumbnails/122399902/magnify.png . The results list is narrowed down to the clients that meet your search criteria. Searching for clients is limited to Title search.

    NOTE:

    Client search performs a Contains search, as opposed to a Begins with search. Searching with the string Go would return all clients with Go in the name. For example, Goldberg and Snider Go.

Searching for folders

NOTE:

This option is available under Simple Search for iManage Work Desktop for Windows (iManage Work Panel in Microsoft Outlook) and iManage Work Desktop for Mac clients.

  1. Select inside the search box, and then select Folders.

  2. Enter the name of the folder that you want to search for in the Search box, and select images/download/thumbnails/122399902/magnify.png . The results list is narrowed down to the folders that meet your search criteria.

Recent searches

If you have previously searched for content, the Recent Searches list displays the last five search terms. You can remove any of the displayed search terms in the list by selecting X in the row of the search term. You can also delete all the searches at once by selecting Clear Recent Searches.

Figure: Recent searches List
images/download/attachments/122399902/recent_search.png

NOTE:

  • You can select any of your recent searches to re-run that search.

  • The results displayed under Recent Searches are interface-dependent (iManage Work Desktop for Windows or iManage Work Desktop for Mac clients or iManage Work Web). The user would see differences in the populated lists under each interface they access.

Simple search behavior examples

NOTE:

Title search is the default search used. Select the Keyword option if you want the entire document to be searched.

Search Terms

Type of Search

Search Results

Applies to

Agrees

Operation

Search for terms and their variations

Documents containing the variations of the terms.

For example:

  • Agrees: agree and agreed

  • Operation: operations, operate, operating, and operator

Documents

Emails

Matters

Clients

Credit Agreement

Search for phrases and their variations

Documents containing both the terms, irrespective of their location in the document and their stemmed variations.

For example: credit agreement, credit, creditor, agreement, agree, agreements, and agreed

Documents

Emails

Matters

Document#11

1233

12345

Search for numbers or alphanumeric terms in the Title field and anywhere in the document

Documents containing the search string (all numbers as the default operator is AND) anywhere in them.

The difference between searching for numbers and alphabetical characters is that terms that are purely numeric or alphanumeric do not stem at all.

For example:

  • If you have a document titled Document#11, searching for the title Document#11 returns the document.

  • Searching for the title Document#11 1233 does not return the documents that have titles Document#11 and 1233.

Documents

Folders

Clients

Search for numbers or alphanumeric terms in the document content

Documents containing the search string (all terms as the default operator is AND) anywhere in them.

The difference between searching for numbers and alphabetical characters is that terms that are purely numeric or alphanumeric do not stem at all.

When the search is performed in the document content, then only searches for numbers of four digits or less yield results.

For example: The results include documents that have Document#11, 1233 anywhere in the document content.

Documents

Emails

Matters

553*

Search with wildcards

Operator: * (asterisk)

Documents containing the search number or alphanumeric term fragment.

For example: 5539 or 553A

Use the wildcard in place of any unknown characters.

Documents

Emails

Folders

Matters

Clients

10/29/17

Search for dates in full-text

When searching for dates in full-text, it is interpreted as a search for 10 OR 29 OR 07 and returns documents having one or any of these three numbers in any order.

For example: Documents containing 10/29/07, 10-29-07, 11-29-07, 10, 29, 07, 10-29, 10/07, and so on.

NOTE: Because slash is a special character, the search returns documents with the numbers that include other special characters as well.

Documents

Emails

Matters

*rou*

Search with wildcards

Operator: * (asterisk)

Documents containing words that include the search string.

For example: Group and troupe

Use * as a wildcard in place of any number of unknown characters. You can use the * symbol at the beginning, middle, or end of a search term.

Documents

Emails

Folders

Matters

Agree?

Search with wildcards

Operator: ? (question mark)

Documents containing words that include the search term and the missing character ? in the exact location.

For example: Agree, Agreed, and Agrees

Use ? as a wildcard in place of a 0 or 1 unknown character.

Documents

Emails

Matters

Agreement AND Credit

Search for documents containing two specific terms in Title and Keyword searches.

Operator: AND

Documents containing both the search terms in any order. The operator must be in uppercase (AND).

For example: Searching for a document with Agreement AND Credit returns:

Credit Agreement with A&G and Revolving Facilities Agreement with Letter of Credit

Documents

Emails

Matters

Agreement OR Credit

Search for documents that contain either (or both) of your search terms in Title and Keyword searches.

Operator: OR

Documents containing at least one of the terms in any order. The operator must be in uppercase (OR).

For example: Searching for a document with Agreement OR Credit returns:

Credit Card Payoff Plan, Credit Agreement with A&G, and Mutual Agreement

It increases the search scope and is normally used to look for terms that have similar meaning or refer to similar subjects.

Documents

Emails

Matters

Agreement NOT Credit

Search for documents that exclude a specific term.

Operator: NOT

Documents containing the term Agreement and that do not contain the term Credit. The operator must be in uppercase (NOT).

For example: Searching for a document with Agreement NOT Credit returns:

Sales Agreement and Purchase Agreement

Documents

Emails

Matters

Logical Operator Combination (AND NOT, OR NOT)

(Agreement AND Loan) NOT Credit

Search for documents by a specific combination of terms.

Operator: (example) AND NOT

Documents containing the terms Agreement and Loan in any order but not containing the term Credit. The operators must be in uppercase (AND NOT).

For example: Searching for a document with (Agreement AND Loan) NOT Credit returns:

Credit Agreement with A&G and Revolving Facilities Agreement with Letter of Credit

Do not place any part of the search term in "" as an indication of priority. The system reads the order of the operators from left to right. Any terms placed within () are read as a single unit.

  • Correct: (Agreement AND Loan) NOT Credit

  • Incorrect: "Agreement AND Loan" NOT Credit, Agreement AND Loan NOT Credit

Documents

Emails

Matters

~Agreement

Search for documents in the exact case as entered

Documents containing the term Agreement in the exact case.

Documents containing the term in different cases, such as agreement and AGREEMENT, are not returned in the results.

Documents

Emails

Matters

Credit EOR Agreement

Credit XOR Agreement

Search for documents containing only one of the search terms

Documents containing only one of the terms, Credit or Agreement, are returned. Any document that contains both terms is not returned in the results.

For example: A document that contains "Sales Agreement, Purchase Agreement, Credit Card Payoff Plan" does not return in this search as it contains both terms.

Documents

Emails

Matters

Credit NEAR5 Agreement

Search for documents where the search terms are within a specified distance n of one another.

n defaults to 5, if not specified.

NOTE: No maximum value is enforced, and the minimum is 1.

Phrase Proximity is not being used with NEAR0.

Documents containing both the terms where the second term is within the specified distance of the first one on either side of its occurrence are returned in the search results.

For example: Looking for documents with the words Credit and Agreement within five words of each other would return the following:

Credit Note and Revolving Facilities Agreement with Letter of Credit

In the above example, Agreement appears 5 words after the first term Credit.

Documents

Emails

Matters

Credit DNEAR5 Agreement(Directed Near)

Search for documents where the search terms are within a specified distance n of one another and appear in the specified order.

n defaults to 5, if not specified.

NOTE: No maximum value is enforced, and the minimum is 1.

Documents containing both terms, where the second term is within the specified distance of the first one and appears after the first one, are returned in the search results.

For example: Looking for documents with the words Credit and Agreement within five words of each other, where Agreement must appear after Credit, would return the following:

Credit Agreement with A&G

In this example, Agreement appears within five words after Credit.

This example search would not return the following as Agreement appears before Credit:

Revolving Facilities Agreement with Letter of Credit

Another example of a document that would not appear in the results as Agreement appears as the sixth word after Credit is:

Credit Letter Including Comprehensive Revolving Facilities Agreement

Documents

Emails

Matters

Credit WNEAR5 Agreement

(Weighted Near)

Search for documents where the search terms are within a specified distance n of one another and documents where the terms appear closer to each other are ranked higher in the results.

n defaults to 5, if not specified.

NOTE: No maximum value is enforced, and the minimum is 1.

Documents containing both terms where the relevance order of the displayed results is based on the proximity of the terms in the document. Documents in which the terms do not occur within n words of each other are returned with normal relevance.

For example: the search results below are listed in the following order based on the proximity of the terms:

  1. Credit Agreement with A&G. (Immediately after)

  2. Revolving Facilities Agreement with the Letter of Immediate Credit. (Five words before)

  3. Credit Letter Including Comprehensive Revolving Facilities with Agreement. (Six words after)

Documents

Emails

Matters

Advanced search

In this section:

Advanced search overview

The Advanced Search interface is available only in the iManage Work Web client and iManage Work Desktop for Windows. It provides advanced search fields that you can use to refine the search results that iManage Work returns. When you enter a query in the Simple Search box and switch to Advanced Search, the query is automatically entered into the respective field in Advanced Search.

Figure: Advanced search in iManage Work Web client
images/download/attachments/122399902/advanced_ssearch_in_web_client.png

Figure: Advanced search in iManage Work Desktop for Windows client
images/download/attachments/122399902/advacned_search_in_work_panel.png

  1. Select inside the Search box, and then select Advanced Search.

  2. You can search through:

    • Documents

    • Emails

    • Docs & Emails

    • Matters

    • Folders

      NOTE:

      Folder search is available within the Work Panel in Microsoft Outlook and the File Picker dialog boxes using Simple search. It is available under Advanced Search within iManage Work Web.

    Select the option to search within.

  3. From the Search Scope drop-down list, select a library within which you want to run the search operation. The drop-down list is displayed only if more than one library is configured.

  4. From the criteria drop-down lists, select the filters and values to search for. In the text fields, enter the text you are looking for.

  5. OPTIONAL:

    • Select Add Additional Criteria to add more levels of search criteria and narrow your search.

    • Select the - adjacent to a search criteria level to remove it.

    • Select Clear Search Entries to return all drop-down lists to their default state and to clear all text fields.

    • Select Hide Criteria / Show Criteria to display or hide all search criteria fields.

    • Select a language from the All drop-down menu to search for terms in a different language.

  6. By default, Personalized is selected and the documents that you have authored are displayed. Select All to display matching documents by all authors in the search results. Select Save as Search Folder to save the search criteria and use it again when required.

NOTE:

  • Keyword and Number searches allow multiple values separated by a comma.

  • You can add a combination of logical operators (AND, OR, NOT) in one option. For example:

    • Keyword → Anywhere → Contains → apple NOT samsung

      Or you can progressively use multiple options. For example:

    • Keyword → Anywhere → Contains → apple & Keyword → Anywhere → Does Not Contain → samsung.

      The results for the examples above are the same.

Advanced search options and examples

To refine the search results and to get targeted search results, the Advanced Search feature provides various options, as applicable in different search fields. Some of the important options are explained here:

User interface

Search Option

Search Description

Example

images/download/attachments/122399902/contains.png

These options are available under Title, Keyword, Subject, and Description.

You can use a combination of one or more of these options, any number of times, to refine your results.

For example:

  • Contains and Does Not Contain (NOT Operator)

  • Contains and Contains Exactly (AND Operator)

  • Contains, Does Not Contain, and Does Not Contain

Contains

(Stemming applicable)

Documents/Emails/Matters containing the term or variations of the term are returned in the search results. If you search for the term credit in the Title and select the Contains option, the system returns all the documents that contain the term or its variations in the Title of the documents.

Input: Credit

Output: Credit Agreement with A&G and Revolving Facilities Agreement with Creditor.

Contains Exactly

(Stemming not applicable)

Documents/Emails/Matters containing the exact term or phrase are returned in the search results. If you search for the term Credit Agreement in the Title and select the Contains Only option, the system returns all the documents that contain the term/phrase in the Title of the documents.

Input: Credit Agreement

Output: Credit Agreement with A&G

Does Not Contain

Documents/Emails/Matters that contain these terms are excluded from the search results.

Input: Credit

Output: Every document that does not have the term credit is returned in the search results.

images/download/attachments/122399902/anywhere_in_body.png

These options are available under Keyword.

Anywhere

The search term is searched all through the document.

In Comments

The search term is searched only in the Comments.

In Body

The search term is searched only in the document content and not the title or other metadata.

images/download/attachments/122399902/is_after.png

These options are available under Doc. Number.

Is

The document returned exactly matches the document number entered. If you search for the number 45678, and select the Is option, the system returns the documents whose ID is 45678. You can search for more than one document by entering the document numbers separated by a comma.

NOTE: Document numbers themselves must be entered without any commas.

Input: 45678

Output: Document Number 45678

Between

The documents with numbers falling between the specified document numbers are returned. If you search for documents within a range, then enter the document numbers within which you want to search, and select the Between option. The system returns the documents falling between those numbers.

Input: 45678 and 45690

Output: All documents from 45678 to 45690 are returned

Before

The documents with numbers prior to the entered document numbers are returned. If you want to search for documents with document numbers falling before the entered number, enter the document number, and select the Before option. The system returns the documents falling before the specified number.

Input: 45678

Output: Documents with numbers < 45678

After

The documents with numbers later than the entered document numbers are returned. If you want to search for documents with document numbers falling after the entered number, enter the document number, and select the After option. The system returns the documents falling after the specified number.

Input: 45678

Output: Documents with numbers > 45678

images/download/attachments/122399902/today_before.png

These options are available under the Date fields:

  • Created Date

  • Modified Date

  • Date Sent

  • Date Received

Today

Based on the field selected, say Created Date, all the documents that were created today (current date) are returned.

Input: No additional selection is required.

Output: Documents created on the current date.

Yesterday

Based on the field selected, say Created Date, all the documents that were created yesterday are returned.

Input: No additional selection is required.

Output: Documents created on the previous day.

Last 7 days

Based on the field selected, say Created Date, all the documents that were created over the last 7 days starting from the current date are returned.

Input: No additional selection is required.

Output: Documents created over the last 7 days starting from the current date.

Last 30 days

Based on the field selected, say Created Date, all the documents that were created over the last 30 days starting from the current date are returned.

Input: No additional selection is required.

Output: Documents created over the last 30 days starting from the current date.

Specific Date

Based on the field selected, say Created Date, all the documents that were created on a specified date are returned.

Input: 1/16/2019

Output: Documents that were created on the selected date.

Before...

Based on the field selected, say Created Date, all the documents that were created prior to the specified date are returned.

Input: 01/16/2019

Output: Documents that were created before 1/16/2019.

After...

Based on the field selected, say Created Date, all the documents that were created after the specified date are returned.

Input: 01/16/2019

Output: Documents that were created after 01/16/2019.

Between

Based on the field selected, say Created Date, all the documents that were created between the specified dates (including the specified dates) are returned.

Input: 02/08/2018 & 10/10/2018

Output: Documents that were created within the specified dates (including the dates).

images/download/attachments/122399902/pc1.png

images/download/attachments/122399902/pc2.png

For example: Client and Matter, and Customer ID and Account ID

Validated Fields (Parent-Child Relationship)

These are drop-down lists displaying the values that you can choose from. Based on the value selected, all the related documents are returned.

There is a parent-child association here. For example, based on the Custom 1 selected, the list of Custom 2 values is populated in the drop-down list.

NOTE: Custom 1 and Custom 2 or Custom 29 and Custom 30 can be captioned as per the organizational needs.

Input: Enron Corporation (001)

Output: Documents associated with the specified account ID.

images/download/attachments/122399902/validated_fields.png

For example: Author, Operator, Type, and Status

Validated Fields

These are drop-down lists displaying the values that you can choose from. Based on the value selected, all the related documents are returned.

Input: Active

Output: Documents in Active status are returned.

images/download/attachments/122399902/boolean.png

Boolean Fields

If your instance of iManage Work is configured for fields that accept Boolean fields, then based on your selected response, all the related documents are returned.

For example, Custom26 field is configured as Billable. The system returns all documents that are not billable when you specify No in your search criteria for this field.

Input: No

Output: Documents conforming to your selection are returned.

Types of IDOL indexer searches

In this section:

Full-text search

When searching through Documents, the search used most often is the Keyword or Title (default) search. When searching for Emails, it is Subject (default), From, To and Keyword. For Matter search, it is Title, Description, and Keyword. When you enter text in the Search box, the text appears in all these fields and the search is executed against all these fields. If you perform a client-level search, the client list conforming to your entered search criteria is displayed.

The default behavior returns documents that contain each search term, as well as variations, in any order.

Exact match search (exact word or exact phrase)

You must use the Advanced Search to perform an exact phrase search. Entering a search term in double quotes ("") using Simple Search (for example, "lease agreement") results in an exact search.

If you want to execute a search for the exact term or phrase, in Advanced Search, simply select the Contains Exactly option in the search options. Selecting this option cancels out wildcards, special characters, and other search operators (for example: AND, OR) that impact the search results. This option ensures that the search returns an exact match of the term(s).

When you select the Contains Exactly option, iManage Work searches for instances of that exact term without stemming it.

For example, a normal search for help, where the selected option is Contains, returns documents that contain the words helps, helpful, and helping. However, a search for help with the Contains Exactly option selected returns only documents with the exact term help.

A search for credit agreement, where the selected option is Contains, returns documents with variations of the root term for each word. That means that the search returns documents with credit as well as credits and credited. Likewise, agreement returns agreements or even agree. However, a search for credit agreement with Contains Exactly option selected returns only documents that contain the exact phrase credit agreement in that exact manner and order.

NOTE:

  • Searching for an exact match within double quotes is not supported for Clients.

  • In addition to the Keyword field, Description field and the document content, non-validated custom text fields are also treated as full-text fields in a search. The custom text fields that are in use (or "used") can vary from firm to firm. For example, under Emails, To and From.

Alphanumeric strings search

The goal of any search is to find a particular document or set of documents. The more specific the criteria, the greater the likelihood of quick and accurate results. Therefore, the most commonly used search terms are not real words, but are codes or numbers that represent clients, or numbers representing client or customer IDs, dates, invoices, and similar identifiers.

When searching for numbers or alphanumeric terms in iManage Work, please keep the following in mind:

  1. Searching the Description and custom profile fields

    • It is possible to search for numbers or alphanumeric terms that are up to 250 characters long.

    • If the search term is for the exact number or alphanumeric term, you do not need to select Contains Exactly or add wildcards to return the document.
      Example: If you were searching for a document with the title "Invoice #553739", then a Description search for 553739 would return that document.

    • If the search term only contains a portion of the number or alphanumeric term, then wildcards are necessary to obtain a result.
      Example: If you were searching for a document with the title "Invoice #553739", but only knew the first three numbers of the invoice code, you would use a search for 553* to retrieve documents with terms in the title that begin with "553", including "Invoice #553739".

    • When searching for dates in full-text, keep in mind that special characters are treated differently depending on whether the selected option is Contains or Contains Exactly.
      Example: A Contains search for 10/29/07 is actually interpreted as a search for 10 OR 29 OR 07 and returns documents that have one or any of these three numbers in any order. Consequently, the best practice when searching for dates in full-text is to select Contains Exactly. This yields the best search results. For instance, a search for 10/29/07 with the Contains Exactly option selected returns documents with the exact date 10/29/07. However, because the slash is a special character, the search also returns documents with 10 29 07, 10.29.07, and 10-29-07.

  2. Searching in the document content

    • The rules of searching for numbers or alphanumeric terms in the document content (that is, the actual document text) is the same as those mentioned above for the Description field.

Special characters search

When conducting full-text searches against the profile metadata or the document content, it is important to understand how special characters are interpreted in the context of the search. Special characters are non-alphanumeric characters, such as punctuation marks.

The following characters have special meaning within the context of a search and can be used as follows:

  • Wildcards (* and ?)

  • Use the parentheses () to build more complex nested queries.
    Example: A search for Jeff AND John AND (Ryan OR Steve) returns documents containing Jeff, John, and Ryan as well as documents containing Jeff, John, and Steve.

The following special characters behave differently within a search depending on whether the search term is a phrase search (which is enclosed in quotation marks) and whether the special character is separated from the search term(s) by spaces or other special characters:

~ ! @ # $ % ^ & * () _ + {} | [] \ : ; <> = _ ? , . /

  • Special characters in a phrase search are ignored when searching in iManage Work. As a general rule, all special characters (including * and ?) are essentially treated the same as spaces between words. When executing a phrase search that includes a special character in the phrase, that character is ignored.
    Example: A search for self-evaluation with the Contains Exactly option selected returns documents with self-evaluation as well as self evaluation, self - evaluation, self--evaluation, and self\evaluation, and so on.

  • Special characters included in a search term without interceding spaces or quotation marks are interpreted as an OR operator.
    Example: A search for the term self-evaluation is the equivalent of a search for self OR evaluation.

Searches including the OR operator return documents containing one or both terms on either side of the operator in any order. The search also returns the stemmed variations of the terms. So a search for self-evaluation returns documents as follows:

  • Documents with self only (and variants such as selfish and selfless)

  • Documents with evaluation only (and variants such as evaluate and evaluations)

  • Documents with both self and evaluation (and the variants of each)

The one exception to this rule is the Underscore (_), which is treated as if it were an alphanumeric character in this case.

  • Special characters included in a search term with interceding spaces are considered invalid search terms and results in an error indicating the presence of an invalid search parameter.
    Example: A search for self – evaluation returns an error if the Contains Exactly option is not selected (notice the spaces on each side of the hyphen) in Advanced Search.

  • Example: A search for "self – evaluation" returns an error (notice the spaces on each side of the hyphen) in Simple Search.

The two exceptions to this rule are the Comma (,) and the Ampersand (&), which are treated as OR operators in this case.

Wildcards search

iManage Work supports wildcard characters. A wildcard search in iManage Work is designed to return expanded variations of search term(s). This is a powerful search technique that allows users to search for a term where some of the characters are unknown.

NOTE:

  • Wildcard searches may take longer to run than non-wildcard searches.

  • Wildcard searches are not applicable for Client and Folder.

iManage Work supports single and multiple character wildcard searches within single terms. You can apply wildcard characters to single terms, but not to search phrases.

There are two wildcard characters – the question mark (?) and asterisk (*).

  • Use a question mark (?) as a wildcard in place of a single unknown character.
    For example, if you are uncertain whether a name is Smith or Smyth, entering Sm?th returns documents that contain either name variation. Similarly, a search for b?rn returns documents that match the word born, barn, or burn.

  • Use an asterisk (*) as a wildcard in place of any number of unknown characters.
    For example, a search for m*or returns all documents that contain words such as major, mayor, and mentor. Wildcards can be used in the beginning, middle, or end of a search term. A search for *vert* returns documents that contain convertible, inverted, vertigo, and covert. Similarly, a search for auto* matches the words automobile, autograph, and autobiography.

Boolean operators search

iManage Work Indexer accepts simple or complex Boolean and bracketed Boolean expressions, and it returns a list of matching documents. You can form Boolean expressions using a range of Boolean operators:

Boolean Operator

Description

Example

AND

Requires both terms on either side of the Boolean operator to be present for a match.

Input: cat AND dog

Output: This query returns documents that contain the terms cat and dog.

OR

Requires that either term (or both terms) be present for a match.

Input: cat OR dog

Output: This query returns only documents that contain either cat, dog, or both terms.

NOT

Requires that the specified term not be present.

Input: cat NOT dog

Output: This query returns only documents that contain cat and not dog.

EOR XOR

Requires only one of the terms to be present in the document. If both terms appear in the document, it is not returned in the search results.

Input: cat XOR dog

Output: This query returns only documents that contain either the term cat or the term dog. Documents that contain both cat and dog do not return.

NEARn

In case of a phrase search, the second term must be within n words of the first term, that is, the terms are n or fewer words apart in either direction. If you do not specify n, it defaults to 5.

Input: red NEAR1 green

Output: This query returns only documents in which the term red is adjacent to the term green. For example, documents that contain red green or green red return. Documents that contain red orange green do not return (because the terms are not close enough to each other).

DNEARn
(Directed Near)

In case of a phrase search, the second term must be within n words of the first term, in the specified order. If you do not specify n, it defaults to 5.

Input: red DNEAR2 green

Output: This query returns only documents in which the term green follows the term red, and is no more than two words away from the term red. For example, documents that contain red orange green return, but documents that contain green orange red or red orange blue green do not return.

WNEARn

(Weighted Near)

The WNEAR operator promotes relevance when terms are less than the specified n words distance. The closer together the words are in the document, the higher the relevance of the document. If you do not specify n, it defaults to 5.

Documents in which the terms do not occur within n words of each other are returned with normal relevance.

Input: dog WNEAR7 cat

Output: This query returns documents that contain either dog or cat. It gives extra relevance to documents in which dog and cat appear seven or fewer words apart in a piece of text. This weight increases as the terms get closer to each other. Documents in which the terms occur more than seven words apart, or in which only one term occurs, return with normal relevance.

Logical Operator Combination: iManage Work Indexer supports multiple Boolean connector searches. For example, (landlord OR tenant) AND guarantor, landlord OR (tenant OR guarantor), (landlord OR tenant) NOT guarantor, and more.

NOTE:

  • When specifying Boolean operators with keywords such as AND or NOT, the keywords must be in all uppercase.

  • You must not place any part of the search term in "" as an indication of priority. The system reads the order of the operators from left to right. Terms placed within () are read as a single unit.

Stemming

By default, full-text searches in iManage Work return variations of the search term. This behavior is known as stemming. iManage Work Indexer automatically stems the search term when it processes a search and returns variations of the search term.

Stemming is a sophisticated search technique wherein the search term is reduced to its base root in order to broaden the search to include terms that share the same root. For example, a search for test would return documents with test as well as testing, tested, and tester. However, the search would not return the word testament. This process can broaden searches to include all variations of a term.

Stop words

Stop words are common words that typically modify the meaning of other words but carry no inherent meaning themselves, such as adverbs, conjunctions, and prepositions. Words such as the or a are used too frequently to carry any significance within a search query. As a result, such terms are generally excluded, or stopped, and effectively ignored when entered as search criteria. Entering a search that contains only stop words returns zero results, even though the word may in fact exist in all documents.

In iManage Work Indexer (powered by IDOL), the language-specific stop words files are pre-populated with a default list of stop words. The stop words present in the list are omitted when searching. Entering a search term that contains only stop words does not return results.

NOTE:

A firm can add, if desired, a custom list of terms to be considered as stop-words when performing full-text search in the stop words file. Stop word lists are configurable and can vary from firm to firm.

  • A Contains search (the default Advanced search) with stop-words returns documents that contain each search term, as well as variations, in any order within the document, but the stop words are ignored.
    Example: In a search for look at the cars, the words at and the are considered stop words, so the actual search submitted by iManage Work will be for look cars. It returns documents with both look and car (along with stemmed variations) regardless of whether at or the exists in the text.

  • A Contains Exactly search with stop words returns documents that contain the exact phrase in the exact manner and order quoted, but the stop-words are ignored.
    Example: In a search for look at the cars, the words at and the are considered stop words, so the actual search submitted by iManage Work will be for look cars. It will return documents containing look at the cars, look at those cars, and look cars.

Search guidance for better results

If a search does not return the document you want to retrieve, try the following tips before running the search again:

  • Search for the document using profile fields (metadata), such as the document number without any full-text criteria. If the document is not retrieved, it might be due to reasons other than search, such as the document being deleted or restricted security access.
    However, if the document is retrieved with a simple document number search, then it is possible that the document has not yet been full-text indexed, which implies that full-text indexing is in progress.

  • Check the search query for potential stop words or special characters. Try to reformulate the query with other terms in the target document.

  • Select the correct library (libraries) for better results.