Improving Your Results

Smart Search offers several features to help you refine and optimize your search results. By understanding how to broaden, refine, filter, and sort results, you can locate information more quickly and effectively.

“Did you mean” Feature

For some searches, Smart Search cannot find documents based on your search term but can make suggestions that might get you closer to the results you want.

Such Smart Search suggestions are presented under the “Did you mean” heading:

Broaden your search

When you enter a natural language search query, Smart Search makes determinations about searchable parameters and extracts these as search terms. These terms are displayed above the results grid in the search ribbon.

You can click the X in a box to remove the term from your search, or click Clear All to start a new search.

Refine your Search Results

You can adjust your user preferences returned in a given search. Limiting the number of results can make searches faster, but a search will lose results if the number of matches returned exceeds this limit. If you exceed the maximum search result count, you can refine your searches for more specific results. Because the search results may be limited by the Maximum Records setting, the following strategies for search refinement do not refine only the previous search's results. In other words, search refinements are not cumulative: each refinement triggers a new search based only on its own parameters. If, for example, you enter a search for "all agreements" and encounter a limit of 1,000 contracts returned, you can refine your search term.

You can refine your search by entering additional terms in the search bar (for example, by adding "exceeding $50,000" to the natural language search), by clicking the funnel icon to Filtering Search Results, or by Filtering Search Results by Column.

However you enter the search refinements, a refined search of "All agreements exceeding $50,000" returns results from all available contracts, not just from the 1,000 contracts returned in the previous search.

Filtering Search Results

You can apply filtering conditions to search results. Once you have created a filter, you can save it.

Click the filter icon () to raise the filter popup.
Click the Primary Object drop-down and select an object.

Select one of the following options from the Take Action When section:


Option	Description
All conditions are met	If one condition is false, the flow evaluates the next outcome's conditions.
Any condition is met	If one condition is true, the flow immediately takes this outcome's path.
Custom	When you select this option, you can enter up to 1,000 characters of condition logic in the custom logic field. You can use: Numbers to refer to each condition AND or OR to identify which combination of conditions must be true Parentheses to group parts of the string together Sample expression: ((1 AND 2 AND 3) OR 4)\|

Click Add Filters.
Select a field and an operator from their respective drop-downs.
Enter a value for the Value field.
You can also click Add Related Objects and add conditions and filters as you did for primary objects.
Click Apply. Review the applied search filters below the search box.

After applying the filters, the search results are refined based on the specified conditions. You can see a list of items that match the criteria set in the filter options. Review the filtered results to ensure they meet your requirements.

Filtering Search Results by Column

You can filter search results by column. This gives improved resolution to searches based on criteria you deem important.

In search results, click the filter icon () at the top of the column to filter by.
Select an Operator.
Select or enter a value. Depending on the column you are filtering by, this value may be a date (the date picker appears), a dollar value, a name from a list, a check box, or an open text field.
Click Apply.
Smart Search returns filtered results. The new filter term appears above the results. You can return to the original filtered results by dismissing the new term.
Note: Smart Search only saves the initial filter. If you add column filters to an initial filtration, Smart Search does not save the column filters.

After applying the filter, the search results are refined according to the specified criteria. The filtered results display only the entries that match the selected operator and value. The applied filter is visible above the results, allowing you to easily identify the active filtering criteria.

Sorting Results and View Details

Sorting search results allows you to organize the information in a way that best suits your needs, making it easier to find relevant data quickly. Viewing details of each result provides deeper insights and helps in making informed decisions based on the search outcomes.

You can sort the results and view more details.
Enter "show me snippet for #<number>" to see a search result snippet.
Example: show me snippet for #5.
Click Send it to me to share the snippet as an email.
Verify the email ID and click Yes! Go ahead to send the email.
(Optional) Click Change recipient to change the recipient's email address.

After completing these steps, the search result snippet is successfully shared via email.

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