Searching the Repository

Overview

To find a document without browsing through folders, use one of these search options.

Basic Search

The search box is available from any page in the repository. It carries the placeholder Type a file name, tag or keyword, and by default a search matches document file names, titles, and tags rather than the text inside documents. A term can match anywhere in a name, not only at the start, so Roo finds documents with Roof in the name, along with any other name containing Roo.

Enter three or more characters and a suggestion dropdown lists up to eight matching documents, with the matched term highlighted in each result name. Select a suggestion to open that document, or press Enter to open the full results page.

Search Bar Buttons

A row of buttons beside the search box changes what a search covers. Hover over a button to see its name.

• The adjust icon opens the Advanced Search panel, described under Advanced Search. A count badge on it shows how many filters are applied.
• The archive box icon includes archived documents, described under Searching for Archived Documents. It appears only where you may view archived documents.
• The target icon includes XRAY content, described under Searching Using XRAY.
• The folder icon includes project documents in the results.
• The file icon filters the results by file type.

Recent Searches

Select the search box before you type anything and Lunr offers your recent searches, headed Recent searches. It is the quickest way back to a search you ran earlier, filters and all.

Each entry names the search and how long ago you ran it. Where the search carried filters, they appear as chips beneath the name, and pointing at an entry shows the filters in full. Select an entry to run that search again, including its filters.

Select Clear all at the top right of the panel to empty the history. Until you have run a search, the panel reads "Your recent searches will appear here".

Once you type, the panel switches from your history to the matching documents described above.

Search Results

Press Enter to open the full results page. A result count appears at the top, for example 6 Results, beside Clear current search filters. In the list view, each result shows the file name with the matched term in bold, the document title beneath it, a version badge, discipline and other metadata tags, the project folder such as CWU-2026-011, a last-modified line, and a status badge showing Master or In Review.

Use the sort list to order the results by Relevancy, File Name, File type, Title, Drawing Number, or Project, and the arrow beside it to reverse the order. Use the view-mode switcher to change the layout. Results support the same view modes as browsing, except the two tree modes, so you can switch to a thumbnail view to recognise a document by its rendered preview.

When the results run to more than one page, select the box in the list header to select every result on the page. A bar then offers Select All N Documents to select the results on every page, up to 1000, so a batch action can act on all of them. See Collections for how the selection behaves.

Select Clear current search filters to return to browsing. In the Action Pane on the right, select Export to Excel to download the results as a spreadsheet, described under Exporting Metadata, or Save Search to keep the query as a Saved Search.

Partial Matches and Boolean Searches

Enter partial-name and boolean searches in the search bar.

Available search operators include:

• CONDENSING INSTRUMENT: both CONDENSING and INSTRUMENT are required.
• CONDENSING OR INSTRUMENT: either CONDENSING or INSTRUMENT is required.
• "CONDENSING INSTRUMENT": the exact phrase CONDENSING INSTRUMENT is required.

There is no wildcard character. To find names that contain part of a term, type the part you know, because a term matches anywhere in a name. An asterisk is not treated as a wildcard, and a term such as Roo* returns nothing.

For example, searching RV- returns the documents with RV- in the name, such as RV-ARC-DR-1301. The results can also include names that contain RV as a separate word.

A boolean OR search widens the results to documents matching either term. Searching Theatre OR Ground returns the theatre lighting documents together with the ground floor plans.

Advanced Search

Use the Advanced Search panel to refine your search results with metadata filters and options.

1. Open the filter panel by selecting the adjust icon inside the search bar or by selecting the Advanced Search button.
2. Choose your search criteria from the options displayed, then select the Search button.

The panel is arranged in four groups:

• Attributes holds a dropdown for each metadata tag your administrator has made available for searching, such as Campus, Building, and Discipline, along with the Project and Keywords fields. The tags you see depend on your organisation.
• File narrows the results with the File name starts with and File name ends with fields.
• Document State sets whether the results include archived documents and deleted documents. For each, choose Non-archived or Non-deleted (the default), All, or Archived only or Deleted only.
• Options holds the options you can enable, described in the table below.

Some choices depend on your access rights, so you may see fewer than described here. For example, the Archived and Deleted choices under Document State appear only where you may view archived and deleted documents.

Once you change a filter, the Search button shows a live count of matching documents, for example Search · 6 results, allowing you to see the effect of the filter before you run it. Select Clear filters to reset the panel, or Cancel to close it.

Searching for Archived Documents

Archiving documents hides outdated or obsolete drawings from most users, preventing confusion with current versions. Archived documents are excluded from search results by default.

To include them, enable the archive box toggle in the search bar, which appears only where you may view archived documents. The search reruns immediately and the results header shows an Includes archived pill. To see only archived documents, choose Archived only under Archived in the Advanced Search panel. Each archived row carries a small archive-box icon.

Searching Using XRAY

XRAY is an AI feature that searches for any text on drawings, including handwriting and text not recorded in the displayed metadata.

Enable it by selecting the Include XRAY option in the Advanced Search panel, by selecting the target icon in the search bar, or by pressing Ctrl+K (Cmd+K on a Mac). The icon is highlighted while XRAY is enabled, and a notification reads "XRAY search enabled" or "XRAY search disabled" each time you change it.

Opening an XRAY Result in the Viewer

When you open a document from an XRAY search and it opens in the Rift viewer, the viewer opens its Search panel on your search term and highlights every match on the drawing, so you can see where the text was found without searching again. The search covers the text XRAY recognised on the drawing as well as any text already in the PDF. See Finding Text for the panel itself.

This happens whichever way you open the result from the search results, including the list, the thumbnail views, the preview dialog, and the document's details page. It applies only when Include XRAY is enabled and Exact match is disabled, because an exact search does not use XRAY. Documents that open in the PDF (PDFTron) viewer open as usual, without the highlighting.

Tag Filters

Tag filters narrow a search without opening the Advanced Search dialog. Each filter combines a field, an operator, and a value, and the search reruns as soon as you apply it.

1. On the results page, select the Add Filter button. The sibling Advanced Search button opens the filter dialog instead.
2. In the filter row, choose a field from the first dropdown, such as Discipline or File Name.
3. Choose an operator from the second dropdown, such as Equals, Contains, Starts With, or Is Empty. The list also offers Does Not Equal, Ends With, Does Not Contain, Is Not Empty, Greater Than, Less Than, and Between, where you enter the start and end values separated by two vertical bars (||). Some fields offer fewer operators.
4. Enter or select a value. For Discipline, choose a discipline such as Electrical from the value dropdown list. Other fields offer a text box or a typeahead instead.

5. Select Apply Filter.

The applied filter appears as a Discipline: Electrical pill in the search bar and an Electrical tag in the results header, and the filter toggle shows a count badge. The results narrow immediately, in this example from 11 documents to 3. To remove the filter, select the x on its pill in the search bar.

Searching on the Map

To find documents by where they are, switch to the map. On the Repository page, select the map icon in the search-mode toggle at the top right of the search bar, whose tooltip reads Map Search. The map plots documents that have a location tag, and its Filters panel narrows the plotted documents by conditions you set. You can also draw an area on the map to limit the results to it.

The map shows documents only once the All Documents layer is enabled. See Map View for the layers, filters, drawing tools, and points of interest.

Quick Search

Quick Search is a small panel near the bottom of the sidebar, above Quick Launch, that starts a search from tag values rather than from a keyword. It appears only where your organisation has marked tags to show there, so you may not have it at all.

The panel offers one selector per marked tag, each starting with that tag's name followed by an ellipsis, for example Discipline.... Choose a value from as many of them as you want to narrow by, then select Filter. Lunr opens the results page filtered to the values you chose.

Quick Launch

Use Quick Launch to jump to a document, project, or change request. Open it with the Quick Launch button at the bottom of the sidebar or press Ctrl+J, or Cmd+J on a Mac. The keyboard shortcuts are shown at the bottom of the window.

Quick Launch reopens on the tab you used last, and opens on Change Requests the first time. Press Tab or Shift+Tab to move between the tabs, or use the number shortcuts below. Under the search box, a Search Tips panel gives hints for the current tab. Press Esc, or select Close, to close it. On a Mac, use Cmd in place of Ctrl for the number shortcuts.

Searching for Change Requests

In the Quick Launch window, select the Change Requests tab or press Ctrl+1.

Search by change request number or subject. As you enter your query, a dropdown list of matches appears. Select an item to open that change request, or press Enter to open the first result.

Searching for Projects

In the Quick Launch window, select the Projects tab or press Ctrl+2.

Search by project number, name, or description. As you type, a dropdown list of matches appears. Select an item to open that project, or press Enter to open the first result.

Searching for Documents

In the Quick Launch window, select the Documents tab or press Ctrl+3.

Type at least two characters of a keyword to see a Top Results dropdown list of up to ten non-archived documents. Use the Up and Down arrow keys to move through the list, and press Enter to open the highlighted result. Select a result to open that document, or select the Search all link to open the full search results page for your keywords.

Exporting Metadata

In the Action Pane, select Export to Excel after your search. In the Select report template dialog, choose a Report template, then select Export. Lunr downloads a spreadsheet built from that template, with the metadata for all documents returned in the search results, across every page of results and not only the page on screen. The list offers the export templates your organisation has set up, and the columns depend on the template you choose.

To export the metadata for specific documents only, select each one before you select Export to Excel.