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Search For and Apply Filters to Company Documents

 

Objective

To search for and apply filters to files stored in the Documents tool. 

Things to Consider

  • Required User Permission:
    • To search for files and folders that you have access permission to see, 'Read-only' and higher on the Documents tool.
  • Additional Information:
    • Keep the following in mind when working with the Company level or Project level Documents tool:

      • The tasks that you can perform are determined by the permission level that you've been granted for each tool. See What are the default permission levels in Procore? You may not always be assigned the same permission level on both your company's and a project's Documents tool. 
      • Access permissions are typically set by your company's Procore Administrator (or another contact at your organization who has been delegated the authority to administer a specific project and/or project tool).
  • Limitations:
    • Search results are tool-specific. When using the company's Documents tool, its searches only the company's documents. When using the project's Documents tool, it searches only that project's documents. 

Steps

Search for a File

  1. Navigate to the Documents tool.
    This reveals the Documents page.
  2. Under Search for a Document, enter your search terms.
    In this example, we'll search for matches to the word: expense

    search-for-a-doc.png
     
  3. Click Search.
    The system searches the following fields for keyword matches: Filename, Path, and Description. A list of  matches appears in the Document Search page. 

    document-search-results.png

    Notes:
    • The tool also searches vector-based content in these supported file types: .csv, .doc, .docx, .pdf, .xls, .xlsx.
    • Typically, you can determine if a PDF document is vector-based by opening it in Adobe Reader and trying to select the text. If you can select the text, the content is most likely vector-based file. 

    • It is important to note that not all PDFs are created the same. Some files might contain raster content, vector content, text content, and/or a combination of all these. See What is the difference between raster and vector content in PDFs?

Apply Filters to a Document Search

  1. Navigate to the Documents tool.
    This reveals the Documents page.
  2. Under Filter Documents By, enter the criteria to apply to the tool's search results:

    filter-documents-by.png
    • Start. Use the calendar control to select a start date for your filter.

    • End. Use the calendar control to select an end date for your filter.

    • Uploaded/Created By. Select a person from the drop-down list. This list only shows users who have uploaded files to the Documents tool. 

    • Display Files from Recycle Bin. Place a checkmark in this box to also include files that have been moved to the Recycle Bin in your search results. 

  3. Click Filter.
    This reveals the Document Search page. Any files meeting your specified criteria are listed in the table on this page. 

Download Files from Document Search

You can download files from the Document Search page using the Download link on the far right.

download-link-doc-search.png

Export the Contents of a Document Search

In the Documents Search page, choose Export > PDF or Export > CSV from the drop-down menu on the top right. 

export-csv-or-pdf.png

 

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