Searchable Documents in Simply CRM

User Guide: Making Documents Searchable in Our CRM

Introduction

This guide explains how to make documents (PDF, DOCX, TXT) searchable within our CRM system. This feature is particularly useful for quickly locating information within files.

Getting Started

1. Document Formats Supported: Our CRM system supports PDF, DOCX, and TXT files for the searchable feature.
2. Enabling Searchable Content:
   • Locate the document you wish to make searchable.
   • Check the “Make document searchable” checkbox. This is essential for activating the search feature for your document.
3. Searchable Content and Last Updated Fields:
   • Upon enabling the search feature, two fields are added to your document: “Searchable content” and “Last updated.”
   • The “Last updated” field gets automatically updated with the current date and time once the document is processed.
4. Document Processing:
   • The CRM extracts flat text from the attached document, subject to certain settings (explained below).
   • The extracted text is then stored in the “searchable content” field, allowing users to search through the file efficiently.

Settings for Text Extraction

1. Strip Tags (Default: Checked):
   • Removes all HTML or XML tags from the text, ensuring only the plain text is stored.
2. Remove Duplicates (Default: Checked):
   • Stores only unique words from the document. For example, if the word “is” appears multiple times, it will be stored once.
   • This significantly reduces the storage space required and makes the search process faster.
3. Character Limit (Default: 3000 Characters):
   • Sets a limit on the number of characters to be stored from a document.
   • The system processes duplicates first before applying the character limit, making it more efficient. For instance, a document with 4000 characters might fit within the 3000 limit after duplicate removal.

Additional Notes

• Scheduler Service:
  • Ensure the “Re-index document search” service is active in the CRM’s scheduler. This is necessary for the system to process and update the searchable content regularly.
• Update Handling:
  • If a document is updated, re-indexing will occur automatically as long as the “Last updated” date is older than the document’s date.

Conclusion

By following these simple steps, you can make your documents searchable within our CRM system, enhancing your ability to quickly find important information. If you have any questions or require further assistance, please contact our support team.