Changes to the client's Documents tab and Profiling in Document Manager 5.4.25
This support note applies to:
- AO Document Manager (AU)
- AO Document Manager (NZ)
- AE Document Manager (NZ)
- AE Document Manager (AU)
We've made some improvements to the Client's Documents tab in Document Manager.
This tab will now search for documents in the same way as when you search for documents from the Documents icon in MYOB Accountants Enterprise (AE) and Accountants Office (AO).
You can view a quick summary of the changes in the Release Notes or view the detailed changes below
Product Platform | AUSTRALIA | NEW ZEALAND |
|---|---|---|
Accountants Enterprise | NZ AE Release Notes | |
Accountants Office | NZ AO Release Notes |
The search function is now an industry standard search using OR instead of AND. For example, if you enter "Engagement Letter" in the search field, Document Manager will find any documents that include either "Engagement" or "Letter".
MYOB are investigating the implementation of using "AND" in the search function. This means that when searching the term "Engagement Letter", Document Manager will retrieve results that contain both "Engagement" and "Letter" in the document only.
The documents tab allows the use of asterisks (*) wildcards to find any document with a title that includes the exact phrase. For example, when entering the term *NSW payroll* in the Title column, all documents with the exact phrase "NSW payroll" is returned.
Full Text Search
When selecting Full text search from the Client > Documents tab, Document Manager now returns documents where text entered in the Search For field is located anywhere within the document's content, as well as the file name, title, keywords and Extras data. If you are using Optical Character Recognition (OCR), the Full text search will also include PDF documents in the results.
If you choose not to perform a Full text search, the search results will only return documents where the searched text matches the document file name, title, keywords or Extras data.
Show current version only
The Show current version only option is selected by default. To find previous versions of a document ensure that the Show Current Version only checkbox is deselected.
Display Documents from
This now displays documents modified from the date specified instead of documents created from that date.
There are now four icon columns so you can quickly indicate documents that:
- have an attachment
- is a linked document
- has been published to the MYOB Portal and digitally signed
- is currently checked out
Attachments
A new column has been added to the Search Results display. New documents with attachments added after installing 5.4.25 will now have an attachment icon. Existing documents in Document Manager will not display this icon unless they are checked-in again.
Filtering Document Types
The filter on the Document type icon column has been removed. To filter based on document type, use the 'Document Type' column available from the Field chooser.
View Search Criteria
This feature is available when performing a Full text search and can be selected from the bottom right-hand corner of the Documents tab. When selected, the search being used is displayed.
Score
The matched documents are sorted by matching 'score'. The score is calculated using an algorithm which searches for the entered search string in the title, document content and any extra fields, etc, of the documents in the database, then displays the score percentage. This field has always been available via the Documents Icon.
You can now type a client name in the Contact field in the Create document wizard and the document profiling (Share It) window. To quickly select your most recent contacts, use the up and down arrow keys on your keyboard, or when starting to key in your client's name any clients that match the text entered will appear.
To key in a client code when profiling, use the magnifying glass. When selecting a client code you can also use the up and down arrow keys to display your most recent clients.
This function has changed in Changes to the Client Documents tab and Profiling in Document Manager 5.4.26 where you can now type a client name in the Contact field in the Create document wizard and the document profiling (Share It) window.