Search and Archiving

Simple search is accessible from the search bar at the top of the EDM module. Simply type a few keywords to find:

• Documents whose name contains the searched terms
• Documents whose content contains the terms (full-text search)
• Documents with matching metadata

Results are sorted by relevance. Click a result to open the document or hover for a preview.

Advanced search offers precise criteria:

• File name: exact or partial search
• Content: words or phrases in the document
• Document type: contract, procedure, report, etc.
• Folder: limit to a folder and its subfolders
• Dates: creation, modification, expiration
• Author: person who created or modified the document
• Metadata: any custom field

Combine multiple criteria for precise searches. Searches can be saved for later use.

In document lists, use filters to refine the display:

• File type: PDF, Word, Excel, images, etc.
• Status: draft, in validation, published, archived
• Date: today, this week, this month, custom period
• Size: small, medium, large files

Sorting allows you to order results by name, date, size or relevance. Ascending or descending order is configurable.

Archiving allows you to remove documents from the current view while preserving them:

• Manual archiving: select a document and click 'Archive'
• Automatic archiving: rules based on document age or status

Archived documents:

• Are no longer editable (read-only)
• No longer appear in searches by default
• Remain accessible via the 'Archives' filter
• Retain their complete history

Unarchiving is possible if you have the necessary permissions.

Retention policies define how long documents are kept:

• Retention period: number of years before automatic deletion
• Trigger: creation date, publication date, archiving date
• Action: archiving, deletion, notification

Policy examples:

• Invoices: retention 10 years, then deletion
• Contracts: retention 5 years after expiration
• Project documents: archiving 2 years after closure

These policies ensure regulatory compliance (GDPR, legal obligations) and free up storage space.