Search

Ketl lets you quickly search for documents in all your cloud storage.

This short guide will give you the basics on how to search for documents efficiently in ketl.

Full-text search

This section answers the following questions:

• Where can I search for documents in the application?
• How can I use filters effectively?
• Quick filters
• How can I improve the relevance of search results?

Where can I search for documents in the application?

The main search page is located under the Magnifying Glass icon on the application's left sidebar.

How can I use filters effectively?

All the information contained in Ketl can be used as a filter to refine your search results.

You can then search through all possible filters, then select the value(s) of interest:

Once a filter has been selected, it is displayed below the search bar. To deactivate a filter, simply click on the X to the right of the filter:

Quick filters

The filter selection described in the previous paragraph is very complete, but requires a certain amount of time. To speed up your search, ketl offers quick filter suggestions.

Filter suggestions depend on proximity to the value found, and try to mix and match information from documents, projects and your contacts.

Filters by Contact and Project

In the screenshot below, you can see on the right (in light grey) the source of the filter.

If the filter comes from a contact or a project, you'll see on the right-hand side the phrase Find related results. In fact, selecting a contact will return all documents linked to it.

Contacts are indicated by the first letter of their name. Projects have a special icon and also list the customer's name, so you can easily distinguish their nature.

Full-text search

A so-called “full-text” search (i.e. in document content and file names) is performed by clicking on the suggestion with the magnifying glass icon. If such a filter is selected, you will receive results for all documents containing the keyword entered.

How can I improve the relevance of search results?

With Ketl, you can refine your search results in a number of ways.

In addition to the filters seen in the previous section, you can obtain even more precise searches via the following options:

• Display options
• Sorting
• Operators

Display options

Once open, you'll see the following panel:

Sorting

The Sorting options are displayed in the top right-hand corner, next to the Options button.

Depending on your activity, choosing one or other of the sorting options will make sense.

Recommandation

• If your activity involves processing documents filed as you go along, choose the Last filed option.
• If you're looking to process or file recently received documents, select Last added.
• If you're looking for recently modified documents, select Last changed.

Operators

Like Google, Ketl supports several search operators to express your query more precisely. Some operators are well known, such as quotation marks, which force an exact search.

We'll describe the most common operators in the rest of this section.

In general, you can improve the relevance of your results by using :

• Keywords
• Operators
• Filters

Keywords

Choosing better keywords is the most obvious solution, and frequently the most effective. Adding keywords also helps contextualize the result.

Examples:

Camille Dauchez will return all documents containing Camille Dauchez or both.

If, for example, you add the city of residence to the Camille Dauchez Genève sequence, you're likely to get results specific to that person (if, for example, his cousin lives in Lausanne).

Operators

To force an exact search, you can enter quotation marks around your keywords.

If you type Camille Dauchez, you'll only get results with these two words side by side.

Logical operators (AND, OR, NOT, +, -)

Logical operators allow you to condition certain results using your keywords.

We recommend using the + and - operators, as they are very effective in use.

In fact, adding a + before a keyword forces its inclusion in the results, while - excludes it.

Examples:

+Camille Dauchez: You'll get results with Camille systematically, but not necessarily with Dauchez.

-Camille Dauchez: You won't get any results with the first name Camille.

Wildcards (*, ?)

Wildcards allow you to enter incomplete words to broaden the possible results. This makes it possible, for example, to handle different typos and endings.

Examples:

Cam\*: You'll get results possibly containing Camille, Camélia, etc...

?ot: You'll get results possibly containing mot, pot, etc.

~: Gives the search engine flexibility. It is often followed by an integer that specifies the number of letters the search engine can vary.

Examples:

Phar~2: You'll find words like Phare (lighthouse), Char (chariot), etc.

Search by proximity

You can also specify a maximum distance between two words.

Examples:

contract breach~1: You'll find documents containing contract breach, for example, but also breach of contract, because they're exactly one word apart.

Filters

Under usual conditions (work and research centered around projects and customers), we suggest the following approach to searching:

1. Filter by project:
   Type the first letters of the project you're looking for so that it appears in the suggestions, then validate with the mouse or keyboard.

2. (Optional) Refine by filtering by Document type:
   Type the first few letters of the document type you are looking for (e.g. Fac for Invoice) and validate the filter.

3. (Optional) Refine by entering a relevant keyword:
   Such as invoice number, year, etc.

FAQ