The system indexes all document content, as well as metadata, resulting in fast searches and advanced searches using one or many of the metadata in added format.
It also offers a powerful search engine. Search time is two seconds for a random search in a repository that contains a volume of 4 million documents. The system has filters that shorten these times and limit the size of the repository of documents where the search takes place.
It also contains a search feature which suggests the most relevant results, making searching faster.
Athento ECM provides a Search tab that enables users to browse and search the content of the platform. This tab gives access to different searches to query the content of the application.
- Default search: enables users to search on keywords, metadata and additional criteria such as the location in the application.
- Quick search is a full-text search. Quick search is available from the Search tab and from the top right corner of the screen. It provides suggestions of search results as you type your keywords.
- NXQL search enables users to query the content of the platform using a language very similar to SQL , giving users access to as many criteria as they need.
Customers can configure as many search forms as they need to provide users with search capabilities adapted to business document types and rules.
Documents are indexed using their title, description, content (note field, attached files), and metadata. Text forms can provide text fields in which users can type keywords, date fields in which they can select a date to define a period, lists from which users can select values. Text fields can be full-text search fields or exact match fields.
- The application's search engine uses boolean operators and wildcards, to enable users to define the search on text fields. The Boolean operators and wildcards can be used on full-text search and exact match fields:
- AND: all the words separated by the operator must be in the found documents. This is the default operator of all full-text search fields, so you actually just need your keywords and the AND operator is implied.
- -: The keyword after this symbol must not be in the found documents.
- OR: any of the word before "OR" or the word after it must be in the found documents.
- double quotes (""): the exact expression between quotes must be in the found documents.
- %: this symbol replaces zero or more characters. It works like the more commonly used * (asterisk).
Document metadata and comments are also indexed, so they are available when users perform a search.
You can search using both the search engine present at all times or go to the SEARCH section to perform a more advanced search with specific metadata, like the name and surnames for this particular example:
The metadata fields can also be used as columns in the search results section, and can also be used to order the results.
There is a quick search similar to Google. It is always visible in the platform.
When you type something in it, the system suggests the results.
If the user presses intro, he/she gets a new view with more detail about the documents which match the search.
The default search enables you to search a document using documents metadata. You can for instance select metadata of the searched document or the date of specific events such as publication, creation. You can also customize what information is displayed in the search results.
The default search leverages Elasticsearch to provide a quicker and more efficient search. The search form uses Elasticsearch aggregates for most fields: aggregate fields values are filtered so as to display only relevant values and show the count of matching documents for each value.
The default search form offers several search criteria, that you can associate to define your search and find documents. Search results use the thumbnail view by default. Clicking on a document thumbnail shows its main information pop-up. You can browse to the previous and next documents from that view.
Athento stores documents and their property values (comments and any other metadata) either in a database (VCS) or in a NoSQL database (DBS). This data is also at the same time indexed in an Elasticsearch index. To query those documents, several approaches are offered by the platform depending on whether you are from a remote application or in some Java code executed server-side. In the end, all the methods lead to two possibilities:
- Query the data store (VCS or DBS). Queries there are "transactional", which means that the result will reflect exactly the state of the database in the transaction where the query is executed
- Query the Elasticsearch index. This is the most scalable and efficient way to perform a query. Benchmarks show querying the repository using this Elasticsearch index scales orders of magnitude better than the database.
In both cases, Athento brings fast and scalable search capabilities for both documents and metadata, including comments performed by users using Athento’s UI.