Change search settings

Question

Hi all, 
 
 Some client contacted me about changing the search settings in her vault. 
 The customer claimed that there are shipping certificates whose numbers are exactly the same as the identifiers of documents that are in her system and are not related to the shipping certificates at all. 
 
 The client's request is : 
 
 In a search line in the vault, no results will be obtained regarding document identifiers at all, 
 Results will gets only by document name or other elements that are not related to the document ID. 
 Is there an option to setting this on M-Files?

bright-ideas.dk · Answer

I am not aware of any settings that would exclude ID from the search terms. However, the customer has the option to only search within a view. If they use a view designed to only show certificates (probably filtered by class), then the result list should only show certificates having the desired number - not any other documents or other objects having the same number as ID or in their content or metadata.

Joonas Linkola · Answer

If the view approach cannot be used, then another option is to search from the "Name or title" field instead of using the quick search. This takes a couple more clicks from the user but would only search the name.

Joonas Linkola · Answer

If you can affect the naming of these documents, one possible solution would be to use an automatic title for the class which would have some prefix for the certificate number. In this simple example the user would enter the number in the "Certificate number" field and M-Files would automatically calculate the document name as "SC<Certificate number>".

After this it would be easy for users to search for "SC123" when looking for this shipping certificate. The search would only return this document since the identifier SC123 is unique.