Narrowing a Search

AMS is designed to help you find your most valuable assets fast and in a way that makes sense. The system lets you see internal search functions so that, on your way to finding the archived item you need, you also gain an understanding of your organization’s classifications. Searches go through all the fields in the platform, including text that may have been captured from within such archived items as Word documents, PDFs, PowerPoint presentations, and any image file that passed through optical character recognition.

Four options help narrow your search:

• Any of these terms: Of all the options, this allows  the most flexibility for returned results. When searching for “cliff divers,” the query will come back with any asset that has “cliff” OR “divers” present in at least one of its indexed fields. This is an ideal search mechanism when you aren’t quite sure what the asset you are looking for is named or how it’s been tagged. Only one of the terms needs to match for an asset to be returned.
• All of these terms: This option allows you to be more precise in your search by replacing the flexibility of OR with AND. In the example above, when searching for “cliff divers”, the result will come back with any asset that has “cliff” AND “divers” across any of its indexed fields. The two terms do not need to be part of the same field (“cliff” could be in the name while “divers” might be a tag), but all terms do need to be present somewhere for an asset to match.
• Contains this phrase: This option is a great choice if you know part of an asset’s name or a bit of text in its description. By searching “cliff divers” using this option, it will pull in all assets that contain that phrase. For example, an asset with a name of “cliff divers in the ocean” would be returned since the name contains “cliff divers.” It will not return results where the terms are spread across multiple indexed fields.
• Exactly this phrase: This is the strictest of the four options and requires you to be precise when searching. For example, searching cliff divers with this option would not return an asset named “cliff divers in the ocean” in your results. You would need to type the full name, nothing less and nothing more, for an asset to match. We do not recommend using this option when searching for a phrase, rather using “Contains this phrase” instead.