Search Configuration

ETQ Reliance search enables users to find a specific text string within the searchable content. This feature is disabled by default. Once enabled, the Search bar will appear in the main header for standard users, including Administrators, Managers, Authors, and Readers.

Notice that! ETQ Reliance search is not available for the Anonymous and Depositor users.

What is searchable content?

Searchable content refers to specific text strings that can be found only within the content of completed records (approved documents) and profiles (non-workflow documents). This includes the text string found in:

Names, Keywords, Text, Text Area, and Rich Text fields.

The content, titles, extensions, and embedded objects of attachments with the following extensions: .rtf, .doc, .docx, .docm, .xls, .xlsx, .xlsm, .pdf, .txt, and .msg.

Comment History, Electronic Signature (except for the Date field), Phase Tracking, Additional Document Security, and Revision History sections of all forms.

The answers of Decision Tree system sections.

The search does not support:

The ETQ Reliance Engine, Administration Center, and Delegation system applications.

Archive applications.

The Field History section of all forms.

The documents that have populated searchable fields exceeding 20K.

The content of the password-protected files.

The Email Log dialog.

The attachment files with content exceeding 5 million characters or 5G.

The collaboration attachments' content (e.g., 365 Attachments and Google Docs).

Office Open XML Word and Excel files (i.e., MS Word files with .docx extension that are saved as Strict Open XML Document (.docx) and the Excel Spreadsheets with .xlsx extensions that are saved as Strict Open XML Spreadsheet (.xlsx)).

Can I exclude content from the search?

Using Designer, you can exclude an entire application, form, subform, or specific field from the searchable content. Ensure that the search configuration changes are promoted to the environment where the search will be enabled (e.g., production).

Remember! The content of system fields of type text, text area, rich text, names, keywords, or attachments is always included in the search results. This behavior is required and cannot be disabled.

To exclude an entire application:

  1. Log into ETQ Reliance with a user that has Designer access to the intended application.
  2. Hover over the application card and click on the Designer action to open the application in designer mode.
  3. Click on Edit Application Setting to open the Application Setting page.
  4. Select the Exclude application from search option on the Information section > Basic tab.
  5. Click Apply & Close.

To exclude an entire form:

  1. Log into ETQ Reliance with a user that has Designer access to the intended application.
  2. Hover over the application card and click on the Designer action to open the application in designer mode.
  3. Open the intended form builder.
  4. Click on Edit Form Setting to open the Form Setting page.
  5. Select the Exclude form from search option on the Information section > Basic tab. You may need to scroll down in the Information section to see the option.
  6. Click Apply & Close.

To exclude an entire subform:

  1. Log into ETQ Reliance with a user that has Designer access to the intended application.
  2. Hover over the intended application card and click on the Designer action to open the application in designer mode.
  3. Open the intended form builder.
  4. Click on the gear icon of the intended subform and select Edit Setting. This will open the Subform Setting page.
  5. Select the Exclude subform from search option on the Information section > Basic tab.
  6. Click Apply & Close.

To exclude a specific field:

  1. Log into ETQ Reliance with a user that has Designer access to the intended application.
  2. Hover over the application card and click on the Designer action to open the application in designer mode.
  3. Open the intended form builder.
  4. Click on the gear icon of the intended field and select Edit Setting. This will open the Field Setting page.
  5. Select the Exclude field from full text search option on the Information section > Basic tab. This option is available only in normal text, text area, rich text, names, keywords, or attachment Field Settings.
  6. Click Apply & Close.

How to configure search for the first time?

When configuring the search feature for the first time, it is recommended to follow these steps:

  1. Determine which applications, forms, subforms, or fields to exclude from search, and configure them using Designer by following the steps in the above section.

  2. Promote the search configuration changes to the environment where the search will be enabled (e.g. production). 

  3. Enable indexing from the System Preferences by following these steps:

    1. Log into ETQ Reliance with an administrator user account. 

    2. Open the System Preferences dialog from the user menu and click the Search tab. 

    3. Select the Initiate search indexing (this action cannot be undone) option in the Search section. Consider the displayed warning message and click Continue. 

    4. Keep the Enable bulk indexing update emails option selected to receive a notification email with updates regarding indexing status.

    5. Click Apply on the System Preferences dialog to start the indexing process.

  4. Wait until initial indexing is complete and then display the search bar for users in the main navigation bar by following these steps:

    1. Open the System Preferences dialog from the user menu and click the Search tab.

    2. Select the Show search bar in header option in the Search section. 

    3. Click Apply on the System Preferences dialog.

Notice that! The search bar will appear in the system's main menu for eligible users after they log into the system or refresh a current system page.

When does the system update the searchable content?

Once search functionality is enabled, it ensures that the searchable content remains current and relevant based on user interactions with the system.

The system will automatically refresh the searchable content based on specific user actions. These actions can either affect individual records or multiple records at once, leading to single or bulk updates.

The system updates the searchable content under the following circumstances:

Single Record Actions:

Saving a profile (non-workflow document).

Completing a record (workflow document).

Deleting a record.

Utilizing the Change Field Value or Edit All Fields actions.

The refreshed search content due to the above actions may take a few minutes to appear in search results, so allow the system time to process before performing another search.

Bulk Record Update Actions:

Importing completed records or profiles via the Import From File feature.

Applying a promotion file.

Modifying the configurations of subforms or fields to either include or exclude their content from searchable content.

Changing the In read mode, only PDF attachments will appear in these fields field option configuration within the Phase Settings.

To stay informed, enable the Enable bulk indexing update emails option in System Preferences. This will send an email to the administrators when bulk indexing is complete. Additionally, you can hide the search bar through the System Preferences dialog > Search tab until the indexes are fully updated.