Searching for Documents

To find specific documents, use the Find Document button on the documents home page.

  1. Click the Documents tab.
  2. Enter your search terms. Salesforce searches the following fields:
  3. Document Name
  4. Keywords
  5. Description
  6. Click Find Document.

The search returns a list of documents that match all your search terms. The search results are listed in order of the closest matches. The Keywords and Document Name fields are used to determine the closest matches. The fields you see are predefined and cannot be changed.

Tip :

Use quotation marks around a phrase to search for the words in that sequence. For example, a search for “my logos” returns documents whose fields or content contains that exact phrase, as well as my and logos. Without quotation marks, your search returns any document whose fields or content includes any of the words in the search. For example, my logos returns documents whose fields or content contains my and logos.

  1. Select any document to jump directly to the detail page for that document, or click View to open the document in a new window.

If document content search is enabled, Salesforce will also perform a full-text search of the document. When a new document is uploaded or an old one is replaced, its contents are available for searches.

To enable document content search:

  1. Click Your Name | Setup | Customize | Search | Search Settings.
  2. Select Enable Document Content Search.

Note:

Salesforce automatically determines if the contents of a document can be searched. If the Document Content Searchable property is checked on a document, then its contents have been processed successfully and can be searched. If your document is large, it may take several minutes before Salesforce searches the contents of a document and marks the Document Content Searchable property.

You can also find documents using Global Search.

  1. Enter your search terms in the header search box.
  2. Select Search Options... from the drop-down and select Documents to narrow your search results.
  3. Click Search.

The following file types are supported for a document content search.Note

The contents of documents that exceed the maximum sizes are not searched; however, the document fields are still searched. Only the first 1,000,000 characters of text are searched. Text beyond this limit is not included in the search.

 

In some instances documents are not searched. These include:

  • If a file extension is changed to a different format, it is not searched, even if both extensions are valid. For example, a .txt file that is renamed to .rtf is not searched.
  • PDF and Word documents may have security restrictions that prevent them from being searched. To ensure that the content is searchable, the “content extraction” property on your file must be set to “Enabled” when creating your document.