Searching for documents in DMS
Overview
One of the primary uses for SMSF Sorted is to store relevant documents for a fund each year. This article will look at the various search options available to you to find specific documents after they have been uploaded
Navigating to DMS
There are two methods for opening DMS, either through the job dashboard or from the main business dashboard.
Job Dashboard
From the Job Dashboard, navigate to the right side to the DMS panel, then click on the View Documents link.
Business Dashboard
From the Business Dashboard, navigate to the upper right side of the screen, then click the DMS link.
Use the Search Fund box to locate the particular fund you want to work on.
It is worth noting that the Job level search is effectively the same as from the Business Dashboard, however, the relevant fund has been preselected.
Searching in DMS
The most effective way to search for a particular document in a job is by using the Organise Documents function
This will then open a screen listing all of the job's Tagged documents.
There are a number of elements to this screen.
Document Viewer
The majority of the right side of the page is taken up by the Document Viewer window. Here you will get a preview of the document, and a tool bar that handles much of the functionality of this screen.
Tools
Icon | Name | Description |
Close Viewer | Closes the Document Viewer, returning the user to the previously opened screen | |
Search Tool | Searches within the selected document for certain word or number. NOTE: Once something is searched for, e..g, BHP, the Search Tool will have additional up and down navigation arrows to aid you in moving between found results. The number of found results is also displayed | |
Page Indicator | Displays the number of pages in the selected document, with an active text box to allow the user to type a particular page number if desired. Up & Down arrows are also available to move between pages in the document | |
| Bookmarking tool | This is used for bookmarking items within the document to reference back to particular items in the General Ledger | |
Text highlight | Highlight particular text within the document | |
Comment Note | Add a comment to the document. | |
Select | Double-click on any text on the page to select. Once selected, options to Copy or Highlight are available. | |
Fit page | Resizes document to display one full page at a time | |
Fit width | Resizes document to fill the width of the display area | |
Page Layout Modes | Provides several display options. Continuous | |
Rotate | Click the right arrow to rotate the document clockwise, left arrow for counterclockwise | |
Full Screen | Click to expand the viewer to Full Screen mode. Hit Esc to return to normal view | |
Zoom controls | Click - to zoom out + to zoom in, or enter a percentage to zoom | |
Toggle Side Panel | Opens additional search panel to search within the selected document. NOTE: With the Side Panel toggled off, a Bookmarks column is available |
Bookmarks
When active, this will display a list of bookmarks for ALL tagged documents in the job, with a folder structure of the relevant General Ledger items the tags relate to. In this example, there are 13 bookmarks
Organize Documents
This will show you a summary of the documents relating to the particular job. This is further split into Tagged and Search.
The Tagged tab displays all of the documents that have already been tagged for the fund in this job. Clicking on the relevant document will open the document in the viewer display section.
The Search tab will display ALL the documents uploaded for the job, regardless of whether they are tagged or not. Again, clicking on the document will display the document on the right side of the screen.
Searching all documents
The Search function in this section searches across all documents that have been uploaded, not just the active document on the right. Type the text into the search box, and hit Enter to get the results. In this example fund, 4 documents were found containing the text "bhp"
The search is not case sensitive, so BHP and bhp would be found from this particular search example.
This search function is extremely useful where there are a large number of documents uploaded for the fund.
When you click on one of the search results, the display window on the right will update to show highlighted results, making searching for items to tag that much easier.
In the
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