Basic Search
Type in a search query in the search bar located at the top right of the DealerDOCX interface. Press the [ENTER] key, and search results will appear in the main body of the page.
Best Practice: A specific search improves search results
- When searching for a Deal Jacket search for it using its stock number.
- When searching for a Repair Order, search for it using the repair order number.
- When searching for a Part Ticket, search for it using the part ticket number.
Searching for a deal jacket by its stock number could yield two or more result. If the deal jacket has been scanned already it will appear first in the search results due to relevance. However, if the car with the same stock number was brought in for a repair, repair orders that go with that car will appear as well. This is due to the search engine behind DealerDOCX. We use a system called OCR (Optical Character Recognition). This means all documents scanned to a DealerDOCX site will have their filename and contents scanned. This will allow an individual to search for anything that appears in the file name and/or the contents of a document. This is helpful when stock numbers, repair order numbers, etc are not readily available.
Above is an example of a search that employs the OCR system. The search involved the buyer of the car’s home address. The address does not appear in the file name “61397 Ferrara Jane M,” but appears on multiple forms inside the deal jacket.
A Bad Broad Search vs. A Good Broad Search
One caveat of using a broader search is that it will increase the number of search results which are shown.
An example of a bad broad search is looking for cars that are owned by someone named John. The search will return thousands of results due to the commonality of the name John. The search can be refined by using the first and last name of the purchaser. Searching for “John Smith” with quotation marks will only return documents pertaining to cars owned by this individual. The purchaser’s name is just an example. This type of search can be used to find cars that were sold by a specific salesman.
A Bad Broad Search Example"
A Good Broad Search Example:
Advanced Search Techniques
There are a few other ways to find a file or files you are looking for.
Wild Card Search - Using an asterisk at the beginning or end of a search term will help you locate a file that you may only know a few characters of. This could be useful for searching for RO’s with. You may only know the first three numbers, but not the last three. This is also useful if you are looking for a specific RO run with the same first three numbers.
Putting in an asterisk at the end of the first three characters brought up every repair order with “440” as the first three numbers. This can also be used at the front middle or end of a search query.
Examples:
Front: *698 - This would bring up every repair order that ended with the number 698.
Middle 44*698 - This would bring up any repair order that contained the given numbers plus any combination of numbers that may appear between the 44 and 698.
End: 440* - (see above)
Multiple File Search
- Occasionally there will be files that exist as multiple files. This is due to the fact that we may receive the an accounting copy and a service copy at different times this means there will be two different files for it. Depending on when they were scanned they may have been given a suffix of a number.
Example:
440239_001
403928_002
To find files like this you will need to search using @cm\:name:001.