RB User Guide > Connect > Create Full-Text Search

Creating Full-Text Search

RB9 only

If you have the Full-Text Search plug-in, you can index files so contacts can search them for specific words in their RB Connect repositories and get results in seconds.

1. Connect > Create Full-Text Search
2. Repository Level and File Type both default to ALL. To use these filters:

• Repository Level

  To search for files in a single repository, select it in the drop-down.

• File Type

  To restrict results to specific file type(s), click . In the Lookup File Type popup, uncheck the File Type box, then check the box(es) of the file type(s) you want to search. Click OK.

3. No particular search filter is required, but you must use at least one of these filters:

   • File Name

     Enter part of the file name.

   • Date Type

     • Upload Date – Default. To find files by the date they were uploaded.
     • Job Date – To find files by the date of the related job.
     • Invoice Date – To find files by the date job was billed.

   • Date From/Date To

     Works with Date Type. Enter a date or date range. See Date Navigator.

   • Job No.

     To find files for one job, enter its job number.

   • Invoice No.

     To find files related to one invoice, enter its invoice number.

   • Case

     To find files related to a case, look up the case. See Looking up cases.

4. Click . Files that fit your search criteria appear. Any files that have already been indexed have a checkmark in the Full-Text Search column. To view details about any file or download the file, click its hyperlinked File Name. See Viewing & updating repository file details.
5. Check the box of any files you want to be text-searchable or check the box in the header to select all.
6. Click Create Full-Text Index. When a popup appears:

   • Unpublished files cannot be used to create full-text indexes. Please set to Publish first.

     Click the hyperlinked file name. In the View Repository window, click Edit. Check the Publish box, then click Save. Click Create Full-Text Index again.

   • Access Type must be “ALL” or “Contacts and Office” to create full-text index.

     Click OK. Then click the hyperlinked File Name of the selected file. In the View Repository window, click Edit, then select one of the required types in the Access Type drop-down and click Save.

   • The file ‘[file name]’ does not support text extraction.

     There is no text in the file to extract. Uncheck the file’s box.

   • The operation was successful.

     Click OK. A checkmark appears in the file’s Full-Text Search column.
7. Files that have been indexed can be word-searched by contacts in their repository to find files that contain instances of:
   • All the words entered
   • One or more of the words entered
   • The exact phrase as typed

NOTE: Full-Text Search compatible file types

RB Connect’s Full-Text Search plug-in reads:

• PDF (text portion)
• MS Word
• Excel
• PowerPoint
• RTF
• HTML
• All text types, including ASCII (eTranscript PTX is not text based, so it is not supported.)

TIP: Remove old index files to save on storage

Full-Text Index files are stored in separately in your repository and incur additional monthly storage fees based on the amount of storage they occupy. Clean out old index files from closed cases or inactive clients periodically to avoid paying unnecessary overhead.

To remove index files, check the box in the header of the Create Full-Text Search window’s results pane to select all or check individual repository file boxes. Then click Remove Full-Text Index. When the operation is completed, click OK in the popup that appears. The repository file remains, but its index file is deleted.

Reference

• Full-Text Search plug-in
• RB Connect
• Date Navigator

Step-by-step instructions

• Looking up cases
• Viewing & updating repository file details