Find information fast!

Document ONE enables you to enter search criteria into a search form and then see a list of results containing links to those documents that matched your search criteria.

Search within a Single Library or Across Libraries

You can search for information in Document ONE both within a single document library, or across several libraries:

You can keep a list of the libraries that you use most frequently, and add or delete libraries from this list as you need.

Search Criteria

When searching for information you can enter as much or as little search criteria as you like, according to how much you know about the document(s) you are looking for.

For example, if you know something about the document's subject and when it was likely to have been created, you might specify some key words (e.g. 'office & equipment') and a date range (e.g. created in the last 6 months or registered in the last week).

You can save any search criteria that you have entered for re-use at a later date.

Find Information Stored in File Attachments

Document ONE looks not only in document profiles for values that match your search criteria, but also in any file attachments such as Word or Excel documents.

So, for example, if you are looking for a document that contains the words 'office & equipment' then Document ONE could potentially include in its search results a document with a title of 'Plans for location move' and containing a Word document called 'Plans for location move.doc'.

Note that the words 'office' and 'equipment' need not be present in any of the metadata fields, as they will have been found in the content of the attached Word document.

View Search Results

Document ONE displays a list of all documents which it finds that meet your search criteria. A link is displayed next to each document in the list so that you can go directly to that document to see if it is the one that you were looking for.

If one of the documents in the list is the document that you were searching for, you can then open it for editing, or to make a new copy or version of it, or to email it to someone, etc.

Search Document ONE Libraries from an External Search Engine

Do you have an external (i.e. non Lotus Notes-based) search engine that you use to search across other data within your organisation, and which supports searching of relational databases?

If so, you can configure Document ONE so that the metadata from all new and updated documents is exported, in XML format, into a relational database. This enables your users to search across all of your specified data sources, including Document ONE libraries.

If a search made via your search engine finds a document that lives in a Document ONE library, the user who made the search can view the content of that document in their browser.