Document Imaging: Tips on Searching

Environment

Document Imaging

Issue

How to search and find documents in the Document Imaging system
How to search for documents associated with a specific UMID in the Document Imaging system? 

Resolution

From the Document Imaging home page, click on the Documents button.

  1. Select an appropriate Document View 
    • The Document Views that you have access to are listed on the left
       
  2. Where applicable, you will see a small arrow icon immediately to the right of the name of a particular Document View, which designates that there are filters available to assist with searching within that particular View.
    • Clicking on the small arrow icon will display the filters available to select.  These filters assist in either prompting the user for specific search criteria (i.e., commonly defined data fields for documents stored in the system) or readily displaying results that meet specific criteria as defined by the filter. 
      Some examples are:
      • The All Documents view has several user entry filters available.  One that you may find valuable is the A User, 1 day.  Use this filter to find any documents that you created within the last 24 hours.  This is a helpful filter to quickly review anything you just uploaded if you need to easily find a document and edit it.   Another filter is the Created by.  Use this filter to search for documents uploaded by a given uniqname during a specified time period (i.e., when accessing this filter, you are prompted to enter/select both a uniqname and a date range).
      • The Employee Search view has a UMID Search filter.  When accessing this filter, you are prompted to enter a UMID, and the search looks for that UMID in Field 1 across all system drawers, and displays the resulting list of documents. 
      • The Sponsored Programs view has the following two beneficial filters available:  Award ID Search and Project Grant Search. 
      • The Admissions - Cross Campus View provides a means to easily search across all of the various student admissions related documents in the system.  This view also has a UMID Search filter. 
         
  3. If your search results are not quite what you expect
    • First click on the Document View associated with the particular drawer in the system that you are interested in searching.
    • Then add criteria to perform a search, based on your specific needs.  You do this by adding in constraints (i.e., selecting/entering information in the boxes listed to the right of the Normal Constraint box.  Recommended fields to select in the first drop down list are: Created, Created by, Created within (days), Drawer, and then the five data fields following the Drawer (representing Fields 1-5 in the system)​​​​​​.  ​ Once you have added your additional constraints, click Add and then Search
      • To learn more details on how this is done, please reference our ITS documentation on Searching/Viewing Documents
        Note:  Campus users can access this ITS support page documentation from within the system (i.e., click the person icon on the top right > Help)  This opens to the ITS Document Imaging System Support page with helpful documents and videos

Additional Information

Need additional information or assistance? Contact the ITS Service Center.

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