The query tool in the Document Management module allows for faster document viewing, and it's possible to refine the search using the available filters. To query and filter the documents, follow the steps below:
Access the Search menu:
Next, all documents registered in your system will be displayed. Here, you can use the filters to refine your search — to do this, select the Filter field:
The Filter field offers the following search options:
The Document field allows you to search by code or parts of the document title.
In the Organizational Units field, you can search for documents from a specific unit or multiple units.
The Category field allows you to search for documents from one or more specific categories, as desired.
The Process field lets you search for documents related to one or more processes.
In the Status field, you can search for Published, Unpublished, or Inactive documents.
The Stage field allows you to search by the stages in which unpublished documents are located, which can be Elaboration, Proofread, and Approval. To do this, select the Unpublished option in the Status field, so the stage field will be available for selection.
In the Publication Period field, you can search for documents based on their publication date.
After selecting the fields you want to use to search for documents, simply click the Apply button and the system will display the documents related to the defined filters.
The options defined in the filters will be displayed in the header of the document query, as shown in the image below:
It is possible to customize the document view by including or excluding items. To do this, click on the button with three dots located in the top-right corner of your screen and select the Columns option:
Next, select the fields you want to display in the view and choose the Save option:
To exit the screen, select the "Cancel" option or click the X located in the top-right corner of your screen.
On this screen, it is also possible to export the document information. For more details, click here.