Search for or within File Attachments

If you're storing documents in a QuickBase application, you'll certainly want to be able to search for a name or snippet of text that a file may contain. You can use Advanced Find to do just that. QuickBase can search many types of files like presentations, spreadsheets, word-processing documents, and Adobe Acrobat files.

Advanced Find lets you search file attachments in two ways:

Note: QuickBase searches are not case-sensitive; QuickBase returns a match, regardless of case.

Search all file attachment fields in an application

QuickBase lets you search any and all file attachments in an application by providing the <some attached file> option in Advanced Find. When you choose to search <some attached file>, QuickBase searches for your search term in any file attachment in the application.

The <some attached file> option makes sense when your application contains several file attachment fields and you want to search across them, or when you're not sure of the name of the field you want to search. The option does have some limitations, though. When you choose this option, you can't search filenames; you can search only on the contents of the file using one of the following options:

 

When you choose this option...

QuickBase returns a report listing all records with file attachments that..

contains the word

...contain the exact word you entered.

contains a word that starts with

... contain a word that begins with the string you entered.

Searching a particular file attachment field

You can choose to search a particular file attachment field. In this case, you can search for documents that contain a specific word, or that contain a word that starts with a particular string. You can also search the filenames of file attachments when you search a particular field. You can search for:

When you choose this option...

QuickBase returns a report listing all records with file attachments whose filenames...

filename contains

...contain the string you entered.

filename does not contain

... do not contain the string you entered.

filename is

...match the string you entered. Note that you must specify file extension to get an exact match.

is not

...are not an exact match to the string you entered.

starts with

...start with the character or string you entered.

does not start with

...do not start with the character or string you entered.

Building search strings

QuickBase allows you some flexibility when entering search strings. You can:

Searching for more than one string at a time

You can search for more than one string at a time by entering a search string that contains the following operators:

Operator

Description

Example

Results

AND

Searches for more than one string at a time

apple AND pear AND banana

 

All matching entries that contain all three of the words: apple, pear, and banana. Entries that contain only one or two of these words will not be returned.

OR

Searches for either one string or another

apple OR pear OR banana

 

All matching entries that contain any or any combination of these three words.

 

Note: AND and OR are called Boolean operators and the search phrases you build with them are called Boolean requests.

Searching for an exact match

You can specify that an exact match be found by enclosing the search string in double quotation marks.

Search character

Description

Example

Results

"<phrase> "

Searches for an exact match of the phrase you entered

"ice cream"

All matching entries that contain the exact phrase "ice cream."

+"<phrase>"

Appends an exact string search to another search string

+"ice cream"

All matching entries that contain the exact phrase "ice cream."

-"<phrase>"

Excludes an exact phrase from a search

-"ice cream"

All matching entries that DO NOT contains the exact phrase "ice cream."

 

Using wildcard characters

You can search for strings that may contain characters that vary by placing a wildcard character in your search string.

WildCard character

Description

Example

Results

?

Can be used in place of any single character

wom?n

All matching entries that contain this series of letters. (Possible matches are woman or women.)

*

Can be used in place of any number of characters

i*e

All matching entries that contain words that begin i and end with e. (Possible matches are ice and icicle.)

~~

 

Indicates a numeric range

5~~12

All matching entries that contain numbers between 5 and 12 (including 5 and 12)

To search for a document:

  1. In the menu bar on any application page, click Find.

  2. Click the Advanced Find link.

    The Advanced Find page displays.

  3. If your application has multiple tables, click the Table dropdown and select the table you want to search.

  4. In the first dropdown list on the left, select a field to search.

    If you want to search attached documents across the entire table, select <Some attached file> from the list.

    If you want to search documents in a particular file attachment field, or if you want to search only on filename (not contents) select the name of that field.

  5. Select an Operator.

    In the box on the right, type the term you want to find.

  6. To enter another set of criteria, click the plus sign icon that appears when you hover over the field. Repeat steps 4 through 6.

  7. Click Display.

    QuickBase searches the contents of all records and then displays a list of records that contain the document(s) that match your criteria. QuickBase automatically returns results in the column and row order format specified in the reporting defaults for the table.  You can change the reporting defaults, if you'd like.

Tip: If QuickBase didn't return the results you want, click the Customize this Report link on the upper right of the page and edit your search parameters.

Related Topics

 

This page refers to an older version of QuickBase. Online help is now located at http://www.quickbase.com/user-assistance/default.html.

 

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