How to Find Everything in Box

Follow

·

Get Training

When we think about search, it’s not just about entering keywords into a search bar and pressing enter. 

When we think about what makes “searching” good or bad, it’s important to think about the ultimate goal of searching: enabling all your users to find their relevant content quickly, efficiently and productively.  Setting your team up for success in Box starts from the implementation phase, when you are evaluating your Box folder structure. 

Box’s implementation methodology focuses on the core milestones and steps to make your Box deployment as successful as possible.  In Stage 3 of Box’s Implementation Approach (Figure 1), one of the tasks associated with this stage is to Build Folder Structure and Ownership.  


Figure 1: A defined, structured folder structure can make all the difference in the efficiency and productivity of your end-users.

1. Navigation: The first way to find a document is if you already know what folder the document resides in.  There are many ways to navigate throughout your folders (i.e., you can just click into each folder and sub-folder), but one of the most efficient ways to navigate is using the Jump to folder capability.

 

Figure 2: Instead of clicking into Contracts > Vendor B, you can just use the Jump to Folder capability and quickly navigate to a document within a folder.

 

2. The other option is to use the Search bar for Full Text Search. 

 As you type your search query, it will do a “Quick Search” and automatically pop up quick matches as you type.  Start by typing what you remember about the content – such as the filename, folder name and text from the document or information in the description. Box’s search engine will refine and filter the results and point you to the information you are looking for.

Figure 3: If you are searching for "Contract for Vendor B", it will automatically populate quick results that you can click on.


Figure 4: If the Quick Search doesn't pull the results you're looking for, no problem. Just press enter or click the search icon after you query. All relevant matches will show up in the results.


Figure 5: Box indexes content, consequently allowing the content to be searchable, not just the document titles.

In the above example, you will notice that we searched for “contract for vendor B” in the search bar.  Not only are we able to pull relevant results in document titles, but also relevant searches of words in the actual documents.  



Figure 6: Since we know the "Contract for Vendor B" document is somewhere in the Contracts folder, we can narrow the search to just that folder.

Let’s say your search query results in 100s of page results, and the first page doesn’t have what you’re looking for.  Instead of going through the pages of results, we can narrow the search even more by selecting a folder. 

 

Next: Tagging

Previous: Executive Summary- Search

Was this article helpful?
0 out of 2 found this helpful