Skip to main content
Conga Support

Running a Profile Documents Search

A popular use of search queries is to locate all the documents uploaded to a Contract or Company Profile. Once the search is run, Novatus allows you to use the Bulk Download Document option to export all the documents returned by the search to a single zip file.

In the example below, a search query is being run to locate all the documents stored in the Verity Contract Profiles.

Bulk0

A

Navigation Toolbar

Click on Search to display a menu, and then select Search Query to display the Search Query screen.

Note: The Search Query screen can be toggled to show two different views: Query Info screen, which is the default view and displays the criteria for the search query, and the Results screen, which displays the result records when the search is executed. Use the expand Icon Expand4 and collapse Icon CollSear icons to toggle the screens.

B

New button

Click to display the fields needed to create a new search query.

Bulk1

C

Result Type hierarchy list

  • Click on the list arrow Icon List Arrow in the Result Type list to display the top-level options: Clause, Company, Project, and Request.
  • Click on the Expand Icon Expand Arrow arrow to the left of the Company folder to display a list of all reporting fields available for companies. Locate the Contract folder, and click on it to select it.
  • Click on the Expand Icon Expand Arrow arrow to the left of the Contract folder to display a list of all reporting fields available for contracts. Locate the Document folder, and click on it to select it. The Result Type list is used to select the primary data set for the search, and since we are searching for contract documents, you must first select the Company folder, then the Contract folder, and then the Document folder so that the field is populated as Company→Contract→Document.

Note: To perform a search for company documents, you would click on the Expand Icon Expand Arrow arrow to the left of the Company folder, locate the Document folder, and then click on it to select it. The Result Type field would be populated as Company→Document.

Bulk2
 

D

All Top Entity Records check box

Select the check box if you want to expand your search results to include all of the records that match the selections in the Result Type list (e.g., Company, Contract, and Document). If you want to limit your search results to include only the records for the second level (and lower levels) in the Result Type list (e.g., Contract and Document), do not select the check box.

E

Criteria list

In the Criteria section of the screen, click on the list arrow Icon List Arrow to display the Company folder, and then expand the folder to display its contents. This list allows you to drill down and select the field for the criteria record.

F

Criteria folder

Locate the Company Name folder, and click on it to select it.

Note: Once you select a field, the Inclusion and Value lists display so that you can define the parameters for the search. The Criteria list, Inclusion list, and Value list constitute a criteria record.

G

Inclusion list

Select "Is Like" if the company name can have variations (e.g., the company is also known as its acronym), or select "Equals" if there are no variations on the company name. The other options are Begins With, Ends With, Is Like, Not Like, Not, Is Empty, and Not Empty. The "Not" options can be used to display the documents for all companies.

H

Value list (field)

  • If the field is a list, select as many values as needed for the selection you made in the Criteria list, and in accordance with the selection you made in the Inclusion list.
  • If the field is a text box, enter the appropriate value for the selection you made in the Criteria list, and in accordance with the selection you made in the Inclusion list. In this example, we are searching for Verity contracts, so enter "Verity" in the field.

Bulk5

I

Operand buttons

Click the AND button to add a second criteria record to define the documents you want included in the search.

Note: Use the OR button to expand your results (i.e., results for both criteria records are returned). To remove any search criteria record, click its Icon Deleteicon.

J

Criteria record

Select Document Type in the Criteria List, In in the Inclusion List, and then select all the document types in the Value List. In this example, we are searching for documents by their document types.

K

Execute button

Click to display the search results for your criteria.

Bulk3

L

Search Results display

  • If you want to change the fields that are displayed, click on the arrow image188.png icon to the right of any column to display the Sort/Column menu. Click on Columns to display a list of available fields for the search results, and then select the fields you want displayed by clicking in the check box to the left of the field. The fields that display in the list include both Company Profile and Contract Profile fields, so the list will be lengthy.
  • If you want the search results sorted by the data in a particular column, click on the arrow image188.png icon to the right of the column to display the Sort/Column menu, and then select Sort Ascending (A-Z or 0-9) or Sort Descending (Z-A or 9-0). You can also click on a column heading to quickly toggle the sort order.
  • If you want to resize a column to accommodate the information in that column, mouse over the right or left border of the column header until the resize image210.png icon appears. Then, click on the border and drag it until the column is the desired width.
  • If you want to reorder the columns of information, click on a column header and then drag it to the left or right, and drop it in the desired location. If you are successfully moving a column of data, the image211.png icon displays during the move.

Note: If you export the search results to an Excel spreadsheet or run an Advanced Report, the changes you make to the display of the search results will be reflected in the spreadsheet or report.

M

Result records

Review the search results to ensure your criteria returned the expected results.

Note: To download a document, click on its Icon Download Document icon.

N

Expand icon

If the search results need to be modified, click on the Icon Expand4 icon to redisplay the Query Info screen, and your criteria.

O

Save Query button

If the search returned the expected results, click the button to display the Save Search Query window.

P

Filter Name field

Enter a descriptive name for the search.

Q

Description field

Enter a comprehensive description of the search.

Note: If the text you enter exceeds the viewing area of the field, click the Expand link to display a window that will allow you to view the text in its entirety.

R

Save button

Click to create the Profile Documents search query and save it for future use.

Bulk6

S

Export to Excel button

Click if you want to generate an Excel spreadsheet showing all the information displayed in the Results screen.

T

Bulk Download Documents button

Click to export the documents stored in the Contract (or Company) Profiles for all the search results to a zip file. An Opening prompt displays, giving you the option to open or save the file.

  • If you open the zip file, the file is downloaded to your browser. Access the downloaded file, and click on it to unzip the file, displaying the individual Word, PDF, Excel and other document type files. If you do not have a zip program, you can download a free program, such as WinZip or WinRAR.
  • If you save the file, you must unzip it to access the individual Word, PDF, Excel and other document type files.

U

Run Advanced Report button

Click to run an Advanced Report for the search results. You can generate the report as a PDF file, an Excel spreadsheet, or display the report in Preview mode.

Note: You are prompted to select an Advanced Report, so the appropriate report must exist, and include fields that match those in the search query.

V

Go Back link

Click to redisplay the Query Info screen. You can also click on the Icon Expand4 icon to redisplay the Query Info screen.

 

  • Was this article helpful?