Accessing the Keyword Search Page

Unlike an Advanced Search that lets you search for records that exist in a specific family, a Keyword Search lets you search for specific records by keywords that are stored in those records. A keyword can be a phrase, a word, or single character that sets apart the record(s) for which you are searching from the others in the database. You can think of a keyword as a unique characteristic of a record or group of records. For example, if you want to find a specific record or group of records whose descriptions contain the words "regular" and "maintenance," you would use these words as your keywords because they are used to identify the desired records. Additionally, if you want to find records that belong to System 123, your keywords could be 123.

Before you can perform a Keyword Search, an administrative user will need to configure the Keyword Search index for the families in which you want to search for records. The Keyword Search index specifies which fields in a family are searchable by keyword. Only character and text fields can be added to a Keyword Search index. You cannot search a date field using the Keyword Search feature. If a Keyword Search index has not yet been configured, when you try to search for records, a message will appear, indicating that no results match your search criteria.

In other words, when you perform a Keyword Search, the results will display only the records that contain the specified keyword(s) in a field that is included in the Keyword Search index for that family. For example, if you want to locate a Pump record whose Description field contains the phrase Regular Maintenance but the Description field is not included in the Keyword Search index for the Pump family, your search results will not contain that record (unless those keywords are stored in a different field that IS part of the Keyword Search index for that family).

How keywords are used within a Keyword Search depends on the other set of criteria that you specify in the list to the right of the Search For text box. For example, continuing with a previous example, if you were to search for the keywords 123 and select the Any Word option in the list, your search results would return records that contain the numbers 1 or 2 or 3 in the fields that are part of that family's Keyword Search index.

Additionally, some words that you include in your search may be ignored. This may be because they are considered noisewords by the Keyword Search feature. Some examples of noise words include: and, about, for, get, had, the,with,where, and to.

Hint: You will know if a Keyword Search index has been built for a family if the name of that family appears in the Optionally Filter by list.

To access the Keyword Search page:

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On the Advanced Search page, on the Search Tasks menu, click the Keyword Search link.

The Keyword Search page appears.

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