# What is the best way to optimize searches to return the correct result?

Being a quality managed company, we retain archived archived copies of previous versions of all controlled documents. Since we did not purchase the archive server we archive documents by creating a collection entitled archive and moving documents to the archive folder once they become obsolete. That being said, when we search for a document, the results return all the archived versions as well as the current versions. This causes confusion for staff as to which version of the document they should be accessing.

##### Post Metadata
- Posted at: almost 7 years ago
- Author title: Manager Carrier Relations, Freight Security & Quality 
- Net upvotes: 1


## Comments
### Comment 1

Hi Ashley,
I hope you found Lisa response helpful. 
I would add that you can simply utilize the version control aspect of DocuShare more appropriately. By setting up the version limit to greater limit than the default of 4 you can maintain all of your versions within the same document chain.  So when uploading a new control document upload as new version of the existing document. The older document is now listed as a version of the seen document. If you made a mistake or what to reactive an older version for users to see then simply select that version as the active version.

If you really want to keep the document versions as separate documents then consider utilizing appropriate meta data fields. Create some custom fields such as status or archive date or a similar appropriate field that facilitates your search criteria. 

Understanding how you want to find the documents, before creating the documents, will allow you to create the appropriate meta data fields to retrieve by. This can also be somewhat automated by the use of Content Rules option which enable the automatic updating of say , the status field and archive date to automatically change when placed into a certain folder hierarchy. So moving a document in to the archive folder with content rules and 2 custom fields of status and archive date would automatically update status to archived and the archive date to the day it was moved.

If this kind of search is very frequent, you can either save the search and modify or enable Quick Search, which offers a unique page to search and find objects quickly.





##### Comment Metadata
- Posted at: over 6 years ago



### Comment 2

Hi Ashley,

You can reduce the search to a collection and/or include its sub collections.  One way is under ‘Advanced’ search, select to ‘Search Within’ a specific collection.  Another tip is to move the Archive collection to a level above or detached from the primary collections to search, so you can search the active documents and their sub-collections, but not the archive collection.

I hope this helps.  


##### Comment Metadata
- Posted at: almost 7 years ago
- Author title: Senior Project Manager @Xerox DocuShare




## Related Product
[DocuShare](https://www.g2.com/products/docushare/reviews)

## Related Category
[Enterprise Content Management (ECM)](https://www.g2.com/categories/enterprise-content-management-ecm)

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