The advanced search system is a powerful tool that can combine multiple search queries to provide a highly-refined set of search results.
Advanced searches make use of Boolean operators - AND, OR and NOT. To perform an advanced search, it’ll help to know what the Boolean operators mean and where to use them.
- ‘OR’: Searches for documents that have any of your keywords. E.g. Searching for body CONTAINS John OR body CONTAINS Peter gets you all emails with either “John” or “Peter” in them
- ‘AND’: Searches for documents that have all your keywords. E.g. Searching for body CONTAINS John AND body CONTAINS Peter will get you only the emails with both the words “John” and “Peter in them
- ‘INVERT’ (written in the query preview as NOT): Searches for documents that don’t have your keyword. E.g. Searching for body CONTAINS John AND NOT body CONTAINS Peter gets you emails with the word “John” but not “Peter.” Use the ‘NOT’ operator to cut out irrelevant results
The Advanced Search feature can be accessed from both the 'Advanced Search' view (accessible from the left pane,) and the search bar at the top of the screen.
Performing a complex search from the Advanced Search view
1. Create a search query
a. Click the 'Advanced Search' button in the left pane
b. Click on the 'Create New Search' button
c. Select a parameter you want to search against from the drop-down menu. This is set to body by default. You can find a description of all available parameters here.
d. Enter the specific data you want to search for - in the case of text-based fields you can type this information into the box provided, or in the case of dates, file types, etc. you'll be allowed to select the data from a drop-down menu
2. Add a second search query
a. Click on the '+Rule' button in the top right corner of the query box
b. Follow steps c. and d. from above (1.) for the new query
3. Choose an operator:
- Click on the 'AND' or the 'OR' in the top-left corner of the query box to connect the two (or more) queries in that group by the respective operators
- Click on the 'INVERT' in the top-left corner of the query area to include into your search results documents that do not satisfy the rule or group of rules contained within the INVERT operator's group
4. Separate queries into groups:
The Advanced Search system also allows you to group queries together to create 'nested' searches. To group queries together:
a. Click on the '+Group' button in the top-right corner of the query box to make a second group
b. Click and hold the left mouse button on the 'move' icon for the rule or group you wish to move into this group
c. While continuing to hold the mouse button, drag the rule or group onto the destination group. The destination group will be highlighted in green and the text "Drop to add here." will appear if it is a valid rearrangement of the groups
d. Release the left mouse button to drop the rule or group into the destination group
5. Click the 'Execute Search' button
The query preview section gives you a breakdown of what the final search query would look like if the advanced search were to be performed directly from the search bar (more on that below)
As an example of a complex search using the Advanced Search view, to search for a file that is:
- Either addressed to the email address "John@lawfirm.com" OR cc'd to the email address "John@lawfirm.com"
- AND has a subject that CONTAINS "interview"
- AND but has a body that does NOT CONTAIN "congratulations"
...this is what your advanced search would look like:
Note: The 'NOT' (i.e. INVERSE) operator is used in conjunction with 'AND' or 'OR', as in the "query preview" shown above.
Performing an advanced search directly from the search bar can make searching for files much faster than if you'd used the Advanced Search view.
1. Begin typing in the search bar at the top of the screen
2. Select the ‘Advanced Search’ tab in the drop-down menu that appears under the search bar
3. Continue typing your query in the search bar using the provided suggestions till it is complete
As you type out your search query, GoldFynch tracks whether your query up till that point is valid, and provides you with the available options to complete the query
4. Type out a second query after the first
5. Connect the first query to the second query using an operator: 'AND' or 'OR'
6. Group the queries together and nest groups within other groups, if required, using brackets - "(" and ")"
7. Hit the 'return' key to perform the search
The information provided by the Advanced Search tab can be broken down into:
1. Error information:
- Parse error: The first line provides you with the location of the first invalid section of your entered query (in the above example, “column 6” denotes the 6th character in the query)
- Text entered: The second line displays the text you’ve entered so far into the search bar
^symbol is displayed below your search query to point out the character mentioned by the parse error. In the example below, the query is valid till “body.date “ but the symbol
-is invalid, and needs to be changed to a valid symbol
2. Expected text:
As you type into the search bar, GoldFynch will give you a list of the valid characters, parameters, and operators that you can use
- When you begin typing in the search box the expected text section gives you the list of usable parameters
- After entering in a parameter, it will give you a list of valid operators for that parameter
- Finally, it will give you the valid inputs to be searched against
Here are a couple of things to keep in mind while performing advanced searches from the search bar:
- The operators AND, OR, and INVERT (written as “NOT”) can be used to join multiple search parameters together
- Parenthesis ( ) can be used to group search terms together
- The operator to be used after the parameters ‘body’ and ‘subject’ is ‘CONTAINS’ (e.g. “subject CONTAINS invoices”), whereas all other parameters use “=” (e.g. “date = 2014-01-12”)
- Until the word is fully typed out, the parse error message will refer to erroneous word’s first character. For example, as in the image below, when you type “body CONTAINS advocate” and stop typing after “body CONTAIN” it will display the error at “C”:
- Only after the “S” in “CONTAINS” is entered will it look at the next section, which would be the “ “ (space) following the CONTAINS operator. The parse error then points to the “ “ (space) after the CONTAINS operator
- Finally, typing in the value or string to be searched against will make the query valid and allow you to perform the search. Note that even the first character typed at this point will fulfill the requirement - don’t forget to complete your word!
GoldFynch allows you to name and save your search queries. Note that all saved search queries are available across the case for all shared users.
To save a search:
1. After creating a search, click on the red text under the search bar and give it a name
2. Click on the
save or the
save as... buttons to save the search
To load a search:
1. Click on the
open button to see a list of saved searches that you can choose from
2. Click on a saved search to load it. Note that your current search will be discarded
To delete a saved search:
1. Load the saved search you wish to delete
2. Click on the "Delete" button
3. Confirm the deletion in the overlay that appears
NOTE: Once deleted, all data of a saved search is removed from GoldFynch and it cannot be recovered
Undo and Redo
If you have made a change to your search query that you want to undo, you can use the
undo button. Similarly, to revert to a change that you’d made before using undo, you can use the
redo button, highlighted below.
Note: Undo and Redo only track changes made in the current search query, so if you create a new case or load an old case you will not be able to undo or redo your changes across the cases.
Using the Slop Feature
The slop feature can be used during a 'body' or 'subject' phrase search to allow for other words (i.e. words that were not searched for) to be between the words from the phrase, and still have that document appear as a valid search result. The slop value is the number of times a word has to be moved to match the phrase search exactly.
To add a slop value to a search from the Advanced Search view:
a. Create a search query using the 'body' or 'subject' parameters as explained above
b. Enter a phrase or set of words you want to search for into the 'value' field (e.g. "email data")
c. Enter the slop value you wish to use into the 'Optional slop' field (e.g. "1")
d. Click the 'Execute Search' button
As seen above, the document has instances of "email" and "data" that are separated by a word, but because of a slop value 1, GoldFynch allows 1 word worth of distance between the queried phrase's words.
To add a slop value to a search from the Search bar:
a. Type out an advanced search query into the search bar, as shown above, using the 'body' or 'subject' parameters parameter as explained above
b. Add "~X" immediately after the closing quotation marks of the query (where "X" is the desired slop value)
c. Hit the 'return' button