Search & Retrieval Guide
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Search Overview
Ademero provides powerful, enterprise-grade search capabilities designed to help you find any document instantly, regardless of volume or complexity. Our search engine combines traditional full-text indexing with cutting-edge AI technology, enabling both keyword-based and semantic search across your entire document repository. Whether you're searching for a specific invoice, analyzing documents by metadata, or discovering related content through intelligent recommendations, Ademero's search functionality adapts to your workflow and efficiency needs.
Search Types
Ademero offers multiple specialized search methods designed for different use cases and user expertise levels. Each search type is optimized for specific scenarios, from simple keyword lookups to complex multi-criteria searches. Understanding which search method to use will dramatically improve your document discovery efficiency and help you find exactly what you need in seconds.
Search Performance
Ademero's search engine is built on distributed indexing technology that delivers lightning-fast results across millions of documents. Whether you're searching a repository with 100,000 documents or 10 million, you'll get results in milliseconds. Our infrastructure automatically scales to handle enterprise workloads, and search results are cached intelligently for frequently-accessed queries, ensuring consistently fast performance even during peak usage times.
Basic Search
Get started with basic search techniques that work for everyday document retrieval tasks. Basic search is the quickest way to find documents when you know what you're looking for. The global search bar is available on virtually every page in Ademero, making it easy to jump directly to the documents you need without navigating through folders or menus.
Quick Search
Use the global search bar located at the top of every page for instant results. Simply type any keyword, filename, phrase, or metadata value, and Ademero will search across all accessible documents. The search bar supports spaces, punctuation, and special characters, making it flexible enough for virtually any query. Results appear in real-time as you type, with the most relevant documents appearing at the top of the results list.
// Quick search examples:
invoice // Returns all documents containing the word invoice
"quarterly report" // Exact phrase - returns documents with this exact phrase
2024 // Documents mentioning 2024
john.doe // Documents related to John Doe
W-2 form // Multi-word search finds variations and related termsSearch Suggestions
As you type in the search bar, Ademero provides intelligent auto-complete suggestions that learn from your organization's document patterns. These suggestions include previously searched terms, commonly accessed document names, relevant metadata values, and AI-recommended search terms based on your search history. Click any suggestion to instantly execute that search. Suggestions are personalized to your role and access permissions, ensuring you only see documents you're authorized to access.
Advanced Search
Master powerful search operators and syntax for precise, targeted results. Advanced search techniques give you fine-grained control over your queries, allowing you to combine multiple criteria and search operators to find exactly what you need. These techniques are essential for power users managing large document repositories and for teams that need to perform complex searches regularly.
Search Operators
Ademero supports Boolean and special operators that allow you to combine search terms and refine your results with precise control. These operators follow standard search syntax conventions used in enterprise search systems worldwide. Combining multiple operators creates powerful queries that can find documents matching complex criteria.
| Operator | Example | Description |
|---|---|---|
| AND | invoice AND 2024 | Both terms must appear in the document |
| OR | invoice OR receipt | Either term can appear (at least one required) |
| NOT | invoice NOT paid | Exclude documents containing the second term |
| * | inv* | Wildcard matching any characters (matches invoice, inventory, etc.) |
| ? | inv?ice | Single character wildcard (matches invoice, invrice, etc.) |
| ~ | invoice~ | Fuzzy search finding similar terms automatically |
| {@literal "}...{@literal "} | {@literal "}quarterly report{@literal "} | Exact phrase matching (all words in exact order) |
| ( ) | (invoice OR receipt) AND 2024 | Parentheses group operators to control logic |
Field-Specific Search
Advanced search allows you to target specific metadata fields instead of searching across all document content. This is incredibly powerful when you have well-organized metadata in your documents. Field-specific search is case-insensitive and supports all operators, including wildcards, fuzzy matching, and ranges.
// Field search syntax examples:
documentType:Invoice
author:{@literal "}John Doe{@literal "}
amount:[1000 TO 5000]
created:[2024-01-01 TO 2024-01-31]
department:(Finance OR Accounting)
status:Approved AND vendor:Acme*Date Range Search
Ademero supports multiple date search formats to accommodate different query styles and preferences. Date searches can use relative dates (today, yesterday), absolute dates, date ranges with the TO operator, and comparison operators (greater than, less than). This flexibility makes it easy to search for documents created, modified, or due within specific time periods.
// Date search examples:
created:today
modified:yesterday
created:[2024-01-01 TO 2024-01-31]
modified:[NOW-7DAYS TO NOW]
dueDate:>2024-02-01
uploadDate:<2024-01-01Search Filters
Refine your search results using dynamic filters that intelligently update based on your query. Filters make it easy to narrow down large result sets without needing to modify your search query. Use filters to drill down into specific categories, date ranges, document types, and custom metadata fields.
Filter Categories
Ademero provides comprehensive filtering options across standard and custom metadata fields. Each filter shows the count of matching documents, helping you understand which filters will be most effective for narrowing your results. Filters work together—you can apply multiple filters simultaneously to progressively narrow your results.
Dynamic Facets
Ademero's dynamic facet system intelligently updates available filters based on your current search results and applied filters. This prevents you from applying a filter that would yield zero results. Each filter option displays a count showing how many documents would match if you apply that filter. You can expand and collapse filter categories to customize your view. Previously applied filters are highlighted so you can easily see what's currently filtering your results.
AI-Powered Search
Leverage cutting-edge artificial intelligence technology for intelligent document discovery. Ademero's AI-powered search goes beyond simple keyword matching to understand the meaning and context of your queries. This technology enables you to find relevant documents even when your search terms don't exactly match the document content.
Semantic Search
Semantic search uses advanced AI models to understand the meaning and intent behind your search queries, not just the literal keywords you type. This technology excels at finding documents that are conceptually related to your search, even when the exact terms you searched for don't appear in the document. Semantic search understands synonyms, related concepts, and industry-specific terminology, making it ideal for exploratory searches and when you're not certain of exact terms.
Smart Suggestions
As you search, Ademero's AI engine learns from your queries and behavior to provide increasingly intelligent suggestions. The system recommends related documents you might find valuable, suggests alternative search terms that could yield better results, and learns your search patterns to provide personalized recommendations. Smart suggestions improve over time as the system learns your organization's terminology and your personal search preferences.
OCR Search
Optical Character Recognition (OCR) technology enables searching within scanned documents, images, and handwritten content. Ademero automatically applies OCR to any document containing images or scanned content, making the text searchable through standard search queries. OCR supports 50+ languages, making it ideal for international organizations.
| File Type | OCR Support | Languages Supported |
|---|---|---|
| PDF (Scanned) | Yes | 50+ languages |
| Images (JPG, PNG) | Yes | 50+ languages |
| TIFF Images | Yes | 50+ languages |
| Handwritten Content | Limited | English only (currently) |
Saved Searches
Save and reuse complex searches to streamline your document discovery workflow. Saved searches are especially valuable for recurring searches, automated workflows, and team collaboration. Instead of rebuilding complex search queries repeatedly, save them once and access them instantly whenever you need them.
Creating Saved Searches
Saved searches preserve your complete search query including keywords, search operators, applied filters, and sort preferences. This allows you to recreate complex search results instantly without manually rebuilding the query. You can create unlimited saved searches, organize them with custom names, set visibility levels, and even enable email notifications.
Search Alerts
Enable automatic notifications for your saved searches so you're immediately informed when new documents match your search criteria. This is invaluable for monitoring specific document types, tracking documents from specific departments, or watching for documents with particular status values. Alerts can be delivered via email or in-app notification, on a frequency you choose (immediate, daily digest, or weekly summary).
Search Results
Understand and interact with search results effectively. Ademero provides multiple ways to view, analyze, and act on your search results. The search results interface is designed for efficiency, allowing you to quickly review, download, share, and process multiple documents without leaving the results page.
Result Views
Ademero provides multiple viewing modes to suit different tasks and preferences. Switch between views using the view selector at the top of the results list to find the best visualization for your current task.
Result Actions
From the search results page, you can perform a wide range of actions on selected documents without opening them individually. Select one or multiple documents using checkboxes and access bulk actions from the toolbar. Available actions include downloading, sharing, organizing, and workflow automation.
Search Highlighting
Search terms are automatically highlighted throughout your search results. In list view, matching terms appear highlighted in the filename and metadata preview. In the preview pane and full-screen preview, search terms are highlighted within the document content with distinct highlighting colors. This visual feedback makes it easy to understand why a document matched your search query and helps you quickly assess relevance.
Search Optimization
Master search techniques and document preparation to dramatically improve your search results and team productivity. Optimization involves both how you construct search queries and how your organization prepares documents for searching.
Search Best Practices
These proven search strategies will help you find documents faster and more accurately. The key to effective searching is starting with what you know and progressively refining based on results. Different search scenarios call for different approaches—knowing which technique to use for each situation is invaluable.
Document Optimization
Well-organized documents are exponentially more searchable. When your organization optimizes documents during the creation and upload process, search becomes dramatically more effective for everyone. Document optimization is an investment that pays dividends every time someone searches your repository.
Advanced Features
Power user search capabilities for complex searches, custom integrations, and sophisticated document analysis. These advanced features are designed for power users, system administrators, and developers who need to integrate Ademero search into custom applications or perform extremely complex searches.
Regular Expressions
For the most sophisticated search queries, Ademero supports full regular expression syntax. Regular expressions are powerful for pattern matching, validating formats, and finding documents matching specific patterns. This is especially valuable for structured data within documents, such as invoice numbers, phone numbers, identification numbers, or custom formats.
// Regular expression examples:
/INV-[0-9]{4}/ // Matches INV-0001 through INV-9999
/\d{3}-\d{3}-\d{4}/ // Matches phone numbers like 555-123-4567
/[A-Z]{2}-\d{6}/ // Matches format like CA-123456
/^[A-Z]{1,3}\d{2,4}$/ // Matches various ID formatsSearch API
Developers can integrate Ademero search into custom applications using our comprehensive REST API. The Search API provides full access to Ademero's search capabilities, including keyword search, metadata filtering, faceted search, saved searches, and alerts. The API is fully documented with examples in multiple programming languages. Use the Search API to build custom applications, integrate with business systems, or create specialized search interfaces tailored to your organization's needs.
Proximity Search
Find documents where specified search terms appear within a specified distance (word count) of each other. Proximity search is valuable for finding documents discussing relationships between concepts, analyzing document structure, and discovering documents where terms co-occur within a specific context. Specify distance in words using the tilde (~) operator.
// Proximity search examples:
"project budget"~10 // Terms within 10 words of each other
"financial report"~5 // Terms within 5 words of each otherTroubleshooting
Resolve common search issues and get answers to frequently encountered problems. Troubleshooting search issues typically involves systematic refinement of your search query and understanding how Ademero indexes and retrieves documents.
No Results Found
When a search returns no results, the issue is usually related to query specificity, spelling, permissions, or indexing. Use the following systematic troubleshooting steps to diagnose and resolve the issue.
Too Many Results
Large result sets can be overwhelming, but Ademero provides multiple tools to narrow down and organize results. Use these refinement strategies to find the documents you actually need.