Searching Documents¶

Learn how to find documents quickly using Archivus's powerful search capabilities.

For a quick introduction, see Try Semantic Search.

Quick Search¶

The fastest way to search:

1. Press Cmd+K (or Ctrl+K on Windows)
2. Type your query
3. Results appear instantly
4. Press Enter to open result

Search Modes¶

Semantic Search (Recommended)¶

Finds documents by meaning, not just keywords:

• Understands intent and context
• Finds related concepts
• Works with natural language
• 10-100x better than keyword search

Keyword Search¶

Traditional text-based search:

• Matches exact words or phrases
• Fast for specific terms
• Good for short queries
• Use when you know exact wording

Auto Mode¶

Archivus automatically chooses:

• Short queries (< 10 chars) → Keyword
• Long queries → Semantic
• Best of both worlds

Using Filters¶

Filter by Folder¶

Narrow search to specific folder:

1. Open Search page
2. Click "Filters"
3. Select folder
4. Search only in that folder

Filter by Tag¶

Find documents with specific tags:

1. Click "Filters"
2. Select one or more tags
3. Only tagged documents shown

Filter by Date¶

Search documents from specific time period:

1. Click "Filters"
2. Select "Date Range"
3. Choose start and end dates
4. See documents from that period

Filter by File Type¶

Search specific file formats:

1. Click "Filters"
2. Select "File Type"
3. Choose PDF, Word, Excel, etc.
4. Only that type shown

Combine Filters¶

Use multiple filters together:

• Folder: Legal
• Tag: contract
• Date: Last 90 days
• Type: PDF

= All PDF contracts in Legal folder from last 90 days

Understanding Results¶

Relevance Scores¶

Each result has a relevance score (0.0-1.0):

Result Information¶

Each result shows:

• Filename and summary
• Relevance score
• Matching snippets (highlights)
• Metadata (date, size, tags)
• Preview thumbnail

Advanced Features¶

Saved Searches¶

Save frequently used searches:

1. Perform a search
2. Click "Save Search"
3. Name your search
4. Access from "Saved Searches" menu

Use cases:

• "Q4 Contracts Review"
• "Recent Invoices"
• "Pending Documents"

Search History¶

Access recent searches:

• Click search box to see history
• Click any to rerun
• Clear history if needed

Search Suggestions¶

As you type, get suggestions:

• Recent searches
• Popular queries
• Auto-complete options

Search Tips¶

Natural Language¶

Be Specific¶

Use Context¶

Include relevant context in queries:

• Who: "contracts with Acme Corp"
• What: "service agreements"
• When: "expiring in Q4"
• Where: "in Legal folder"

Common Searches¶

Finding Expiring Documents¶

Query: "contracts expiring soon"

Filters:

• Folder: Contracts
• Date: Next 90 days

Finding by Amount¶

Query: "invoices over $10,000"

Filters:

• Folder: Invoices
• Date: This quarter

Finding Related Documents¶

Query: "documents similar to [document name]"

Result: Documents with similar content

Finding by Person/Company¶

Query: "documents from Acme Corp"

Result: All documents mentioning that company

Troubleshooting¶

No Results¶

If search returns nothing:

1. Check spelling - Verify query spelling
2. Try broader terms - Use more general words
3. Remove filters - Filters might be too restrictive
4. Try semantic mode - Better than keyword
5. Check processing - Documents must be processed

Too Many Results¶

If too many results:

1. Add filters - Folder, tag, or date
2. Be more specific - Narrow query
3. Use date filters - Limit time period
4. Sort by relevance - Focus on high scores

Wrong Results¶

If results don't match:

1. Rephrase query - Try different wording
2. Use filters - Narrow scope
3. Check relevance scores - Focus on high scores
4. Try keyword mode - For exact matches

Best Practices¶

Before Searching¶

• Organize documents - Folders and tags help
• Let AI process - Wait for full processing
• Use good filenames - Better search results

While Searching¶

• Start broad - Then narrow with filters
• Use natural language - Ask like talking
• Try variations - Rephrase if needed
• Check highlights - See why matched

After Searching¶

• Save useful searches - Quick access later
• Review scores - Focus on relevant results
• Refine if needed - Adjust query/filters
• Open documents - Click to view full

Next Steps¶

• Chat with Documents - Ask questions about results
• Organize Documents - Better organization = better search