How to Search with Keywords vs Phrases

By John Bald

Hint: Here are some other search related videos to watch

These search techniques can be used in both the Shinydocs Discovery Desktop for analytics, and the web based Discovery Search for all users

*All searches will look for matches in both the title and the content of the file and are not case sensitive

Step 1: The difference between a keyword and a phrase

A keyword search will return results that contain any instance of any word that is entered, including multiple words

A phrase search will return results that contain any instance of the exact phrase. A phrase is created by enclosing it in quotations

Step 2: The advantage of a phrase search

A good example of the advantage of a phrase search is a person's name:

If we did a keyword search for the name Karen Long, it would return every document that either contains the word Karen, or the word Long.

By enclosing this in quotations "Karen Long", the search will only return results that match the exact phrase including the separating space between the two words 

There are obvious advantages to using a phrase rather than just keywords.



Step 3:The search results

Here are the results of the search using Shinydocs Discovery Desktop

The Keyword Search: Returns every file that contains either Karen or Long. 9865 results

Keyword Results


The Phrase Search: Returns files that contain only the exact phrase "Karen Long". 7 results with the file preview showing where the phrase occurs in the document.

Phrase Results

Next Steps: 

Learn more about searching with Shinydocs Discovery Search, a web application that can be made available to all users within your organization

Oh, and of course feel free to reach out to us if you want to talk learn more about search and the Shinydocs Discovery Desktop

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Tags: Records Management, Search, Discovery Desktop, Cognitive Suite, Discovery Search

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