Search for Submissions Using Document Center

All Submissions uploaded to Epicenter can be searched for within  Document Center (as long as you have permissions to view the type of submission). Therefore, as soon as a submission is uploaded, even if it needs to go through Review and/or Approval, it can be found in Document Center. 

After selecting 
 Document Center, you will have three areas that provide submission searches: simple search, advanced search, and key submissions.
Document Center


To Perform a Simple Search:
  1. Type at least one full word of the submission type name.
  2. Select your submission type from the autocompleted list.
  3. Optionally, you can filter the search by an entity the same way.
  4. Optionally, select the " Current and Complete Submissions Only" checkbox to reduce your search results to strictly the most recent upload that is complete (i.e. neither "Pending Review" nor "Pending Approval").
  5. Click "Search".
You will be brought to the Search Results page. You can use the FirstPreviousNext, and Last links to move from one page to another. If you select a submission's row, you will be brought to that submission's detail page.

Below is a video, showing you how to use the Simple Search:



To Perform an Advanced Search:
The Advanced Search allows you to use search criteria options to filter and locate the submissions. You will see a Search Criteria section in the left-hand panel of the page. You can proceed to the next search criteria option using the button. You can also complete your search at any time by selecting the button. The following provides an overview of the Search Criteria options:
  1. Entities: The entities are grouped by organization and then by entity type. Select the icon next to your organization’s name to see a listing of the Entity Types. Then select the  icon next to each of the Entity Types to view the listing of Entities. You have to select an Entity before you can advance or complete a search. *To access deactivated entities, select the " Display Deactivated Entities" checkbox.‚Äč
     
  2. Submission Types: The submission types are first grouped by Organization, then Entity Type, and then Category. Select the  icon next to each of the various levels to expand its section. *To access deactivated submission types, select the " Display/Include Deactivated Submission Types" checkbox.

  3. Content: The search criteria options within this area are all optional. You can bypass this search filter by selecting the  button. 
    1. Name: Submission Type name (i.e. School Calendar) or Filename (i.e. 2015-2016 School Calendar)
    2. Original Name: The filename of the original uploaded file
    3. Contains the words: Text contained within the documents themselves. Please note that it will not be able to search for text within image documents unless they have been OCRed.

  4. Timeframes: Based on the submission types selected, you will be presented with Defined Timeframes (i.e. school year) and/or Specific Dates (i.e. Expiration Date, Board Meeting Date, etc.) to select.

  5. Submitted Date and Status: This page allows you to search by the Submitted Date and/or the Submission Status. As stated on the page, submissions that have been rejected will not be included in the results unless the "Rejected" status is selected. 

  6. Sort Order: You can specify a Sort Order and you can also specify how many Results per Page you would like.

Once you select the button, you will be brought to the Search Results page. You can use the First, PreviousNext, and Last links to move from one page to another. NOTE: When selecting those links, it might take a few seconds for the results to display because the system is completing the search.

If you select a submission's row, you will be brought to that submission's detail page. 

From the Search Results page, you also have the ability to modify the search by selecting the button or start a new search by selecting the button.
  1. – this option will take you back to the advanced search and all of your search criteria options will still be selected from your last search.

  2. – this option will take you back to advanced search but the search criteria options will be cleared. 


3. Key Submissions:
The 
Key Submissions link is used to quickly view all submissions that have been flagged as “Key” by an Epicenter System Administrator. This search will return results for every entity. Only the most recent submission for each Submission Type and Entity will be displayed.
 

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