--- title: "For HR staff: Document Search" slug: "document-search" updated: 2026-09-21T21:37:42Z published: 2026-09-22T00:00:09Z canonical: "docs.visualvault.com/document-search" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.visualvault.com/llms.txt > Use this file to discover all available pages before exploring further. # For HR staff: Document Search 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. --- ## Walkthrough - Using Document Search ### Navigate to Document Search Open **Document Search** from the left navigation menu. This is visible only when your role has module access enabled. ### Enter a keyword Use the search box and filters together to find documents across employees without opening individual employee records. 1. In the **Search documents...** box, enter a keyword. 2. Choose whether to search **Record** or **Document Text** 1. **Record** mode searches document metadata (e.g., Employee Number, Document Name) ![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/2026-08-18 ERM_Document Search_Record search.png?sv=2026-02-06&spr=https&st=2026-10-13T12%3A34%3A32Z&se=2026-10-13T13%3A34%3A32Z&sr=c&sp=r&sig=Bqgfg6D9g9n4nI%2FYzd%2FsXKNkN8W8dCmvQ%2BCpdN%2FW17Q%3D) 2. **Document Text** mode searches the content of the document itself (e.g., “Lorem Ipsum”) ![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/2026-08-18 ERM_Document Search_Download text search.png?sv=2026-02-06&spr=https&st=2026-10-13T12%3A34%3A32Z&se=2026-10-13T13%3A34%3A32Z&sr=c&sp=r&sig=Bqgfg6D9g9n4nI%2FYzd%2FsXKNkN8W8dCmvQ%2BCpdN%2FW17Q%3D) > [!WARNING] > **Warning**: The **Document Text** mode only supports custom search filters from **Settings > Configuration** if document index fields have values. Custom filters are based on document index fields. When an index field is empty, no search results will display. Therefore, search filter results depend on complete and accurate index field entries. 3. Click the search icon, or press **Enter**. ### Apply Filters 1. (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.* Step 4. Review the results 1. Review the results for matching documents. 2. You can click on the document name to open or view a document, and use context such as document and employee columns to confirm the correct file. > [!NOTE] > 🔍 **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. --- ## Walkthrough - Downloads ![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/2026-08-18 ERM_Document Search_Downloads.png?sv=2026-02-06&spr=https&st=2026-10-13T12%3A34%3A32Z&se=2026-10-13T13%3A34%3A32Z&sr=c&sp=r&sig=Bqgfg6D9g9n4nI%2FYzd%2FsXKNkN8W8dCmvQ%2BCpdN%2FW17Q%3D) ### Download a Single Document Use this when you only need one document. 1. In the results grid, locate the document you want. 2. 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. 1. In the results grid, select the checkbox next to each document you want to include. 2. Click **Download**. 3. ERM queues a ZIP packaging job and adds it to the Downloads panel above the results grid. 4. Wait for the job status to change from **PREPARING** to **READY**. 5. Click **Download ZIP**. > [!NOTE] > 🔍 **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. 1. Open the Downloads panel above the results grid. 2. 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**. | 3. The panel supports multiple concurrent or historical jobs, so you can queue additional searches and downloads while waiting on an earlier job. > [!WARNING] > **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] > **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.