Documentation update in progress

GoldFynch's Advanced Search feature is receiving a major update, and so is its documentation. You can, however, find out more about the system by taking a quick guided tour within the the GoldFynch web application itself. To do so, open up the Advanced Search view, click on the Create New Search button, then click on the button in the top-right corner (next to the help button.)

Click on the icon for a quick walkthrough

The Advanced Search feature is a powerful tool which makes use of logical operators like 'AND,' 'OR,' and 'NOT' to group together multiple search queries ("conditions") and produce refined search results.

You can perform an advanced search from both the upper search bar, or by clicking into the 'Advanced Search' view.

Using the 'Advanced Search' view

To access the Advanced Search view, click on the Advanced Search button from the left menu.

Advanced Search view

When you perform a search from the 'Advanced Search' view, you do so by building a search query using conditions, and linking the conditions together in groups using the query operators: "AND," "OR," and "NOT."

Each condition consists of:

  1. The parameter that you are searching by (e.g. by the "subject" line of emails, or the "type" of files)
  2. The corresponding value that you are looking for (e.g. the subject line "Revisions," or the file type "PDF".)
  3. Some conditions have connectors (e.g. "pages < 15"))

Groups determine the ways your conditions combine, and this will determine what you search query will look for as it searches through your files.

To build a search query, drag conditions and the query operators AND, OR, and NOT, which are found on the far right of the screen, into the query builder space to build your query. You can also:

Running an advanced search

Let's start with the basics:

A basic search can be performed using just a single Condition without needed to use a group's logical connectors.

To search for a word or term:

Step 1. Click the 'Advanced Search' view in the left pane

Step 2. Click on the Create New Search button to create a new search query. Notice there is a warning message in the 'query preview' area. This is because we don't have a completed search query yet.

Creating a new search

Step 3. Click on the 'edit' icon (the pencil) against the 'Body CONTAINS' text

Step 4. Type a term to search for in the 'value' field

Creating a Condition

Step 5. Click the search execute button to run the query. In the example below, a query is run to find the word 'insurance.'

Run the search with your completed query.

2. Save Searches

GoldFynch allows you to name and save your search queries. Saving searches allows you to:

Here's how to save searches:

Name your search

  1. After creating your search, click on the red text under the search bar and give it a name

  2. Click on the save or the save as... buttons to save the search

Save your search

To load searches:

Open list of saved searches

  1. Click on the open button to see a list of saved searches that you can choose from

  2. Click on a saved search to load it. Note that your current search will be discarded

Load a search

To delete saved searches:

  1. Load the saved search you wish to delete

  2. Click on the Delete button

  3. Confirm the deletion in the overlay that appears

Delete a saved search

3. Undo and Redo

If you have made a change to your search query that you want to undo, you can use the undo button. Similarly, to revert to a change that you'd made before using undo, you can use the redo button.

Undo and Redo can save you a lot of time while building and editing complex queries

Undo and Redo functions

Advanced Search Functions:

1. Searching against other parameters

To search against a particular parameter:

1.Click on the edit icon (the pencil) against the "body CONTAINS" text 2. Click on "body" to open a drop-down list that will contain the different search parameters you can search against (by default this is "body") 3. Based on the type of parameter, you will need to provide a value to search against by entering text, selecting a date, or picking an item from the drop-down menu.

Here is an example using the 'tags' parameter:

Select a tag

  1. Select 'tags' from the 'type' drop-down list
  2. The value field (on the right) will automatically populate with all available tags, out of which you will need to select one
  3. Start typing the name of the tag in value field to filter the tags OR click the name of the tag in the drop-down
  4. When the tag is selected, the query string is now created and the warning message disappears. In the image below we create a search query for files with the tag 'testing tags' The tag query in the preview will be "tags = testing tags"
  5. Click the search execute button to run the query

Valid search query

Here are descriptions of email-specific metadata parameters:

Correct usage for email metadata parameters - full email address Correct usage
Wrong usage for email metadata parameters - incomplete email (.com is missing) Incomplete email address - not '.com'

Wrong usage for email metadata parameters - incomplete email (no name before @) Incomplete email address - no name

Here are descriptions of general files' metadata parameters:

Making complex queries

You can also create compound searches with multiple search parameters by adding new rules, connecting them with operators, and sorting them into groups:

Tools to make complex queries

Actions you can perform with rules and groups:

Create a new rule

Taking the earlier example of creating a new rule and building off of it, we can make a complex query like the one below:

Creating new groups and relocating rules

1 - From the simple query "body CONTAINS categorization" (Rule 1), a new rule (Rule 2) of "body CONTAINS encroachment" was created by clicking on the +NEW RULE button (and entering the keyword "categorization")

2 - A new group (Group 2) was created by clicking on the +NEW GROUP button. This also created a new rule, Rule 3 (as using the +NEW GROUP button automatically creates a new rule) for which the keyword "urbanization" was added

3 - Rule 2 was dragged into Group 2 by clicking on the movement icon and dragging it over Group 2's box

4 - Rule 1's WRAP WITH GROUP button was clicked on, wrapping it with Group 3

NOTE: Group 1 is not mentioned in the query preview or referred to in the example. It is the container group that is present for every query, and represents the query as a whole.

Logical Operators

Using the 'tags' parameter, in the following example we create a compound tag query for all items in the case that have tags "taggedsolo" and "first10relevant", and that are also emails (by setting the 'type' parameter to "email").

Compound query with 3 rules

Choosing NOT as the logical operator allows you to search for items that do not have the entered tag attached to them. In the example below, when the search is executed, all items that do not have the tag "confidential" attached them will be returned in the search results. This is particularly useful when you want to search only through documents that do not contain tags for documents marked "confidential" or "privileged".

An inverted tag search that returns all items that do not have the tag 'confidential'

3. Using the slop search function

Adding a slop value to a phrase search using the 'body', 'subject' or 'name' parameters increases the flexibility of the search: GoldFynch finds documents that contain all the words in your phrase query, and then check how many times a word will need to be moved to get an exact match with the queried phrase. If the distance is less than or equal to the slop value, those documents are then included in the results of the search.

To use the slop function:

  1. Select the 'body', 'subject' or 'name' parameter in the 'Advanced Search' view
  2. Enter the phrase you wish to perform the search for in the 'value' field
  3. Enter the slop value you wish to search with in the box on the right of the 'value' field
  4. Click the search execute button to run the query

Enter your slop value along with the phrase to be queried against 'body' or 'search'

At a slop value of 0, words will need to match your search query exactly. There are no exact matches in this case: Slop value of 0 in this case yields no results

Searching with a slop value of 1 in this case produces 1 result, with the queried phrase's words separated by 1 word: Searching with slop value of 1 gives 1 result here

Raising the slop value to 3 sets a broad search range: Slop value of 3 allows for 3 words between the queried phrase's words

Learn more about how to use the slop search function here.

Performing an advanced search directly from the search bar can make searching for files much faster than using the Advanced Search view. Here, you need to type out the query into the search bar at the top of the screen. The queries will be identical to the queries generated from the 'query preview' section of the Advanced Search view.

Select Advanced Search tab

  1. Begin typing in the search bar at the top of the screen
  2. Select the 'Advanced Search' tab in the drop-down menu that appears under the search bar
  3. Continue typing your query in the search bar till it is complete
  4. Hit the return key to perform the search

As you type out your search query, GoldFynch tracks whether your query up till that point is valid, and provides you with the available options to complete the query.

The information contained by the Advanced Search tab can be broken into:

Advanced search bar prompts

1. Error information

Identifying syntax errors

2. Expected text

Add a slop value in a search bar advanced search

Location of parse error

Parse error after operators and before search values

Load a search