Background

FTR(Free Text Retrieval)

eB also provides the capability to search the content of the electronic files for words or phrases that appear in that content.

Selected Document Classes can be configured to allow a function called Free-Text Retrieval, or FTR. FTR is a technology that is fully integrated into eB, and allows you to search the contents of an electronic source file, such as a Word document or an Excel spreadsheet, for specific text.

To use this search function, FTR needs to be enabled in the System Management Console for each Community used. Document Classes are selectively chosen for FTR processing. Each time a new electronic file is added to eB that is related to a FTR-tagged‘ document class, eB passes this file to the FTR queue for processing. An index of all the words is created and can be used to search for all occurrences across one or multiple documents. Optical Character Recognition (OCR) is automatically used if the file added is an image file, for example a TIFF or PDF file type.

Steps to Accomplish

Step 1

 Make sure you have the following permission for creating new Searches.

Step 2

At first you have to create copy of Documents quick search by following steps below

            2.1.Open Search

            2.2.Expand Manage

            2.3.Expand Quick Search

            2.4.Select Documents search

            2.5.Press Copy button

            2.6.In Copy Report window enter Code and Name of new search as in picture below

            2.7Copy it by pressing Copy button

Step 3

By following same steps create copy of Documents extended search       

          3.1. Open Search

          3.2.Expand Manage

            3.3.Expand Extended Search

            3.4.Select Documents search

            3.5.Press Copy button

            3.6.In Copy Report window enter Code and Name of new search as in picture below

            3.7 Copy it by pressing Copy button

 NOTE: You will have to refresh Director window to see the this document

step 4

Relate Extended search to Quick search.

4.1. Selecting Documents (FTR) in Extended Search

4.2 Press EDIT(it will change to View)

4.3. Press Query Report

4.4. From results drag CUSTOM-QS-DOCUMENTS-FTR on to “Extension of Quick Search” field

4.5 Save it

Step 5

In this step you will have to modify Extended Search of Document (FTR).

            5.1. Open Report Designer for Document (FTR) in Extended Search.

            5.2. In Define Search add 3 new conditions, as in screenshot below

All words: WHERE Files.ContentData
CONTAINS @criteria

Exact Phrase: WHERE
Files.ContentData = @criteria

Without the words: WHERE
Files.ContentData <> @criteria

5.3 In Optional Clauses tab add Optional Clause for each Search criteria and change name of default Full text search to “FTR (Any words)”

Note: in this tab you can change Criteria order by dragging and dropping. This ordering defines how search will look in eB Web or Director.

5.4. In Define Parameter tab in Description enter “Full Text Search” fall all these new parameters

5.5 In Preview you can check how your Custom Search will look

If it’s ok just save it

Step 6

Test it. Connect to eB web and go to Search. From drop down box select ‘Documents (FTR)”. In this Search option
you should be able to see four different FTR search criteria (as in screenshot below).

See Also

HF00326 - 15.4.1 Distribution rights, Ability to FTR File Containers and Misc ETM fixes