Document Search lets HR staff search for documents across employees from a central screen. You can search by keyword, refine results using filters such as Document Type, Subfolder, and Employee, and then download individual documents or queue a ZIP download for multiple selected documents.
Using Document Search
Run a Search
Use the search box and filters together to find documents across employees without opening individual employee records.
In the Search documents... box, enter a keyword.
Choose whether to search Record or Document Text
Record searches document metadata (e.g., Employee Number, Document Name)
Document Text searches the content of the document itself (e.g., Lorem Ipsum)
Click the search icon, or press Enter.
(Optional) Apply filters to narrow the results:
Filter
Description
Document Type
Narrows results to a specific document type. Defaults to All Document Types.
Subfolder*
Narrows results to a specific subfolder. Defaults to All Subfolders.
Employee
Narrows results to a specific employee. Defaults to All Employees.
*Not all customers have subfolders. This option will not be visible unless it has been enabled.
Review the returned documents in the results grid.
🔍 Troubleshooting Notes:
If a search returns no results, check that the keyword is spelled correctly and that any applied filters aren't too narrow.
Clearing filters and searching by keyword alone may surface the document.
Confirm you're searching the intended mode (Record vs. Document Text), since a text-content match won't appear under Record search.
Downloads
Download a Single Document
Use this when you only need one document.
In the results grid, locate the document you want.
Click the download icon in that document's row.
Download Multiple Documents (Bulk ZIP Download)
Use this when you need several documents at once, such as for an audit or operational request.
In the results grid, select the checkbox next to each document you want to include.
Click Download.
ERM queues a ZIP packaging job and adds it to the Downloads panel above the results grid.
Wait for the job status to change from PREPARING to READY.
Click Download ZIP.
🔍 Troubleshooting Note: The Download ZIP button stays visible but disabled until the job status shows READY. If a job stays in PREPARING for an extended time, please contact Support.
Track Download Jobs
The Downloads panel sits above the results grid and lists every ZIP job you've queued, both active and historical.
Open the Downloads panel above the results grid.
Review each job row for:
Field
Description
Document count
The number of documents included in the ZIP job.
Queued date
The date the job was submitted.
Status
PREPARING while the ZIP is being generated, or READY once it's available.
Download ZIP
Downloads the packaged file. Disabled until the job status is READY.
The panel supports multiple concurrent or historical jobs, so you can queue additional searches and downloads while waiting on an earlier job.
Warning: If you log out or close the session, the download job will not be saved, and you will need to restart it.
Reference
The following fields appear on the Document Search screen.
Field | Description | Accepted Values / Format |
|---|---|---|
Search documents... | Free-text keyword search box. | Free text |
Record / Document Text | Toggle controlling whether the keyword searches document metadata (Record) or full document content (Document Text). | Toggle; defaults to Record |
Document Type | Filters results to a specific document type. | Dropdown; defaults to All Document Types |
Subfolder | Filters results to a specific subfolder. | Dropdown; defaults to All Subfolders |
Employee | Filters results to a specific employee. | Dropdown; defaults to All Employees |
Document Name | The document's file name; links to view/open the document. | N/A |
Document Type | The type assigned to the document. | N/A |
Employee | The employee associated with the document. Can be blank if the document isn't matched to an employee record. | N/A |
Employee # | The employee's ID number. | Numeric |
Upload Date | The date the document was uploaded. | MM-DD-YYYY |
Note: You can run a search with just a keyword, just filters, or a combination of both.
Frequently Asked Questions
Why can't I find Document Search in my navigation menu?
You may not have module access assigned through Roles & Permissions. Contact your administrator to request access.
Can I see documents that I normally wouldn't have access to?
No. Document Search follows the same permission model as the rest of ERM. Search results only include documents you're already permitted to view, and downloading doesn't grant access beyond that.
What's the difference between Record search and Document Text search?
Record searches document metadata, such as the file name and associated fields. Document Text searches the actual content of the document. Use Document Text if you're looking for a term that appears inside a document but not in its name or metadata.
Why is the Employee column blank for some search results?
A document can appear in search results without being matched to a specific employee record, even though it still has an Employee # value. This typically reflects how the document was indexed rather than an error.
Why is the Download ZIP button disabled?
The button stays visible but disabled until your ZIP packaging job finishes. The job's status shows PREPARING while it's being generated and switches to READY once the file is available for download.
What should I do if I have a problem with ERM?
If you are unable to log in to ERM or if you encounter a problem with one of the modules in ERM, please contact your organization administrator. Your organization will be able to help you access your account, and can help troubleshoot any issues you may have run into.