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Searching for documents in Handover

Discover how to find your documents using the many search options available in Handover.

You can search for documents in Handover in a number of ways. These are:

  • Search menu – text-based searching.
  • Discipline – for example Architecture and Electrical.
  • Document Types – these are categorized by document types.
  • 3rd Menu – use this to filter a list or attribute.
  • Graphical Navigation – find files by selecting an area in a graphic.
  • Assets – use this to drill down into into lists of assets.

You can also change the way search results are shown using Custom filters. These allow you to create a hierarchical view of your results by dragging and dropping column headers into the area above the results grid.

Searching Handover

Using the Search field 

This is the simplest form of searching, and returns a list of all files containing the words you enter in the Search field. The results are based on the tags listed in the Document and Assets tables, and from Hotspots. Tags are added when the document is imported into Aconex.

An example of the Search field and search result.

An example of the results for a text-based search for the words ‘first floor’.

An example of results from a text-based search.

This search method lets you drill down to the documents for a specific asset in the project. If you select Assets, you’ll see a list of all the different ones available, along with basic information like the Make, Model, Manufacturer etc.

An example of a list of project assets.

Double-clicking an asset takes you directly to the location of the asset in the As-built drawing, which is highlighted so you can easily see it. If you then select the asset itself, it displays a list of Document Types. You can open list specific to the type by clicking specific type.

An example of an asset's documents, organized by Document Type.

The menu lists the available Handover documents categorized by areas such as architecture, electrical and mechanical.

The Disciplines menus.

When you select one of these, it opens more levels showing the various document types. Clicking on any of these opens a list of document specific to that type.

An example of a list of documents available from one of the Discipline options.
Document Types

The Document Types menu lists the available files categorized by type. Clicking on one of these to open a list of a specific type of document. In this example these are all manuals.

The Document Types menu.
3rd Menu

This is a filter that is added to the left of the window and is used to add Handover documents into the manual. This can be any option in a selectable list,  or any attribute configured in the project. This is synced with the document and displayed in the manual when it is uploaded.

An example of the Handover Scheme available when uploading as document.

This example of the third menu shows a file available in Electrical (the Discipline) and Section 6 (the Value). 

An example of the third menu showing a file in Section 6.
Graphical navigation

As well as searching using menus, you can also search by drilling down into areas and sub-areas of a graphical view of the project. 

This feature is specific to a project and can be customized. The areas and sub-areas you can access are:

  • based on the handover documents you need to access
  • should be available as attributes in your Aconex project
  • documents have to be tagged appropriately. 

To use the graphical search, click on area in the image, then select the sub-area that opens.

An example of the start of search using Graphical Navigation.

Clicking on the sub-area opens a list of the documents available for that area, which are organized by Discipline. Select a discipline to open a list of documents.

An example of a list of the documents available for an area, organized by Discipline.

Creating custom filters

You can create customized filters that appear above the list of files in the grid. To do this, right click in the column headings area at the top of the grid to open the Column Chooser menu.

An example of the Column Chooser menu and area to add filtering columns into.

Select Column Chooser to open the Customization menu.

The Customization menu.

From here you can add the columns you want to use for filtering and searching by double clicking or dragging them into the area above the list. You can add several options to the list, and move them around to re-order them however you require. 

An example of searching and filtering using column headers selected from the Customization menu.

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