Built-in OCR (Optical Character Recognition) automatically extracts text from scanned documents and images, making previously unsearchable content discoverable.
Accessing Document Search
1. Click the Global search bar at the top of the platform.
2. Select the Documents tab.
3. Type your search query.
Search results display:
- Document title and version number
- Storage location (contract, policy, processing activity, etc.)
- A text snippet with the search term highlighted
- Page number reference
If a document contains multiple occurrences, you can expand to view up to the first 10 matches. For additional matches, open the full document.
Advanced Search Techniques
Prefix Search
Use an asterisk (*) to match word variations:
- `compli*` returns "compliance", "compliant", "complied"
Phrase Search
Use quotation marks to find an exact sequence of words:
- `"data protection officer"` returns only that exact phrase
Boolean Operators
Combine terms using `AND`, `OR`, `NOT` (or `+`, `-`):
- `GDPR AND breach` — documents containing both terms
- `contract -template` — documents with "contract" but not "template"
- `ISO OR NIST` — documents containing either term
Advanced Filtering
The advanced document search interface provides additional filtering options:
Filter documents by:
- Area — Contract, policy, processing activity, asset, etc.
- Entity name — The specific record the document belongs to
- Responsible party — The person responsible for the entity
- Document status — Active, draft, or archived
- Document type — Appendix, data processor agreement, etc.
- Contract parties — Filter by associated parties
Search results show the area, entity name, responsible party, document name, creation date, version number, and a content preview. From the results, you can preview or download documents directly.
Exporting Search Results
Click the Export button after running a search. The platform sends you an email with the exported data within a few minutes.
OCR Technology
The platform automatically applies OCR to scanned documents and images upon upload. This means:
- Scanned PDFs become searchable
- Photographed documents are indexed
- No manual action is required — OCR runs automatically
Document Preview
You can preview documents directly from search results without downloading them. Supported formats include PDFs, Word documents, and images. Use the arrow keys to cycle through multiple documents without closing the preview window.
Related Articles
- Contract Documents and Counterparties
- Advanced Document Search Filters