---
title: "Advanced File Search"
slug: "advanced-file-search-1-1"
updated: 2026-10-29T16:35:06Z
published: 2026-10-29T16:35:06Z
canonical: "wiki.cobblestonesoftware.com/advanced-file-search-1-1"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://wiki.cobblestonesoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Advanced File Search

**COBBLESTONE SOFTWARE**

Contract Insight — User Guide

**Advanced File Search**

*06. End Users: Searching & Reporting › Advanced File Search*

**Note:** Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.

# 1. Overview

Advanced File Search lets you find records by the text *inside* their attached documents, not just by record fields. In Contract Insight, attachment search is built into the **Search** box in the top bar: it looks through record fields *and* the OCR'd text of attachments, and can be narrowed to **Attachments only**. **Full search** opens a results page with every field, exports, and an **Attachments** drawer that shows the matching passages in each file. The **Search Engine** page adds full-text searching with saved and recent searches. Results are always filtered to what you have permission to view.

**Note:** The legacy wiki describes a dedicated **Risk Mitigation Tools** screen for bulk-mining contract language (pipe-separated search terms, a surrounding-character-count setting, and an export to Excel). No standalone equivalent was found in this QA environment. The closest workflow is to search for the term, review the matching passages in the **Attachments** drawer, and **Export** the results (see Section 5).

# 2. Key Elements

- **Search** box (top bar; keyboard shortcut **/**): opens the **Search records** window. Enter at least 2 characters; results appear as you type.
- **Scope** filter: **Records and attachments** (default) or **Attachments only**.
- **Area** filter: **All areas**, **Contracts**, or **Customers**.
- Quick results are grouped by area with a total results count. Each row shows a badge such as **Record + 53 files** or **1 file** to indicate where the match was found.
- **Full search**: opens the full search page — every field, exports, and the attachment drawer.
- Full search page: match count (including how many were found in attachment text), area tabs, **Attachment matches only** checkbox, **Export** (Excel, PDF, CSV), column chooser, and per-row **Manage**, **Preview** (eye), and **Attachments** (folder) actions.
- **Attachments** drawer: lists each file under **Matched the search text** with its name, version label, date, page number, a highlighted snippet, and a download icon.
- **Search Engine**: full-text search page with **Save this search**, **Saved searches**, and **Recent searches**.

# 3. Opening the Search

1. From the Contract Insight homepage, click the **Search** box in the top bar (or press **/** on your keyboard).

![Contract Insight homepage with the Search box highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/01_home.png)

The **Search records** window opens.

# 4. Searching Attachment Text

## 4a. Entering a Search Term and Setting the Scope

1. Open the **Search records** window (see Section 3).
2. Type a word or phrase (at least 2 characters) in the search field.
3. Click the scope drop-down (shows **Records and attachments** by default) and select **Attachments only** to return only records whose attached documents contain the term. Keep **Records and attachments** to search record fields as well.

![Search records window with the search term, scope drop-down, and Attachments only option highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/02_scope.png)

## 4b. Narrowing by Area

1. Click the **All areas** drop-down and select **Contracts** or **Customers** to limit results to one area, or keep **All areas**.

![All areas drop-down with Contracts and Customers options highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/03_areas.png)

## 4c. Reviewing Quick Results

1. Review the results, grouped by area. The count at the top right shows the total number of results, and the badge on each row (for example, **Record + 53 files**) shows whether the match is on the record, its attachments, or both.
2. Use the arrow keys and **Enter** (or click a row) to open a record. To see every match, click **[N] more in Contracts – open the full results** or **Full search**.

![Search results with results count, file badges, open the full results link, and Full search button highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/04_modalresults.png)

# 5. Using the Full Search Page

## 5a. Filtering the Results

1. In the **Search records** window, click **Full search** (see Section 4c).
2. Review the summary under the search box, which shows the total matches and how many were found in attachment text. To change the term, edit the search box and click **Search**.
3. Click an area tab (**All**, **Contracts**, **Customers**) to show one area.
4. Check **Attachment matches only** to show only records whose attachment text matched.
5. Optionally, click the column chooser icon at the top right of the grid to choose which fields the list shows, or use the filter icon on any column header.

![Full search page with match summary, area tabs, Attachment matches only, Export, column chooser, Attachments icon, and file badge highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/05_fullresults.png)

The **Source** column shows **RECORD** when record fields matched and a green **[N] FILES** badge when attachments matched. Click **Manage** to open the record, or the eye icon to **Preview** it.

## 5b. Viewing Matching Passages in Attachments

1. On the full search page, click the **Attachments** (folder) icon on the record's row.
2. The **Attachments** drawer opens. Under **Matched the search text**, each card shows the file name, version label (for example, **Draft Version** or **Fully Executed (Signed)**), date, page number, and a snippet with the search term highlighted.
3. Click the download icon on a card to download that file. Use the expand icon to widen the drawer, and click **X** to close it.

![Attachments drawer with matched file card and download icon highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/06_drawer.png)

## 5c. Exporting the Results

1. On the full search page, click **Export** above the results grid.
2. Select **Excel**, **PDF**, or **CSV**. The export downloads what the list is currently showing, so apply any tabs, filters, and columns first.

![Export menu with Excel, PDF, and CSV options highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/07_export.png)

# 6. Using the Search Engine

1. On the full search page, click **Try the full-text search engine** (see Section 5a).
2. Enter your terms in the **Search everything…** box and click **Search**.
3. Click **Save this search** to keep the search for later. Saved searches appear in the **Saved searches** panel, and searches you have run appear in **Recent searches**. Click **View all** in either panel to see the full list.

![Search Engine page with search box, Save this search, Saved searches, and Recent searches highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/08_engine.png)

**Note:** The Search Engine uses a separate full-text index. If it returns no results for terms that the top-bar Search finds, the index may not be configured or built yet; ask your administrator to check **Administration > Search Config > Search engine** tab.

# 7. Quick Reference Summary

| Task | How to Complete It |
| --- | --- |
| Open the search | Click the Search box in the top bar (or press /). |
| Search attachment text only | Search records window → scope drop-down → Attachments only. |
| Limit results to an area | Search records window → All areas drop-down → Contracts or Customers. |
| See every match | Search records window → Full search (or open the full results link). |
| Show only attachment matches | Full search page → check Attachment matches only. |
| View the matching passages in a file | Full search page → Attachments (folder) icon on the row. |
| Download a matching file | Attachments drawer → download icon on the file card. |
| Export the results | Full search page → Export → Excel, PDF, or CSV. |
| Run and save a full-text search | Full search page → Try the full-text search engine → Search → Save this search. |