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Search for Documents
Searching returns a list of documents that match all your search terms. Search results are listed in order of the closest matches.
Required Editions
| Available in: Salesforce Classic |
| Available in: All Editions except Database.com |
| User Permissions Needed | |
|---|---|
| To view documents: | Read on documents |
To find specific documents, use the Find Document button on the documents home page.
- Click the Documents tab.
-
Enter your search terms. Salesforce searches the following fields:
- Document Name
- Keywords
- Description
-
Click Find Document.
The Keywords and Document Name fields are used to determine the closest matches. The fields you see are predefined and can’t be changed.
Tip To search for a phrase, use quotation marks around the words. For example, a search for “my logos” returns documents whose fields or content contains that exact phrase, and ones that contain my and logos. Without quotation marks, your search returns all documents that include any of the words in the search. For example, my logos returns documents whose fields or content contains my and logos. - To go to the detail page for a document, select the document or click View.
If your administrator enables document content search, Salesforce also performs a full-text search of the document. When a new document is uploaded or an old one is replaced, its contents are available for searches.
You can also find documents using global search.
- Enter your search terms in the header search box.
- Select Search Options... from the dropdown and select Documents to narrow your search results.
- Click Search.
The following file types are supported for a document content search.
| File Type | File Extensions | Maximum Size |
|---|---|---|
HTML (only the text within a <body>
tag) |
.htm, .html, .xhtml | 5 MB |
| 25 MB | ||
| PPT | .pot, .pps, .ppt | 25 MB |
| RTF | .rtf | 5 MB |
| Text | .c, .cpp, .css.csv, .ini, .java, .log, .sql, .txt | 5 MB |
| Word | .doc, .dot | 25 MB |
| XLS | .xls, .xlt | 5 MB, or a maximum cell limit of 100,000 cells |
| XML | .xml | 5 MB |
In some instances documents aren’t searched. For example:
- If a file extension is changed to a different format, it isn’t searched, even if both extensions are valid. For example, a .txt file that is renamed to .rtf isn’t searched.
- PDF and Word documents may have security restrictions that prevent them from being searched. To ensure that the content is searchable, set the “content extraction” property on your file to “Enabled” when creating your document.
