The Document Repository tool contains a special filter called 'Search in Documents' used when searching for documents/attachments added to Digital-Clay. Whereas all the other filters use database fields to find the document you need, this filter searches inside the actual contents of the documents (i.e. 'full text search'). It does this by interfacing with Windows Search. See below for more details…

Note that the Keywords filter also uses a database field, not the actual document. The Keywords feature provides a way for Digital-Clay users to manually tag and categorize documents with specific keywords that may or may not actually be inside the document. The Keywords filter may also provide a fall-back for searching for documents when Windows Search is not available.

To enable Search in Documents, the following steps must be taken:

1. Unless Windows Search is already installed (e.g. Windows Vista), download and install Windows Search from http://www.microsoft.com/windows/products/winfamily/desktopsearch/. The minimum version must be 3.0.
2. Make sure the Windows Search service is running and set to Automatic.
3. Configure Windows Search to index the Digital-Clay Attachments directory: Either right-click on the Windows Search system-tray icon or run the 'Indexing Options' control panel, and add the Attachments directory (default is C:\DigitalClay\Attachments) to the list of locations to index.
4. Wait for the Index to complete on the Attachments Directory. The Index can be forced to run on full priority by selecting 'Index Now'.

If any of the above steps are not taken, ClayCentral will return an error message when a user tries to search using the 'Search in Documents' filter.

If ClayCentral still complains that the Attachments are not being indexed, make sure that the Indexing task has completed (Windows Search Index Status). If all else fails you can also rebuild the index from scratch in the Windows Search Advanced Options.

• Optionally, you may also configure the types of files that the Windows Search indexes (in the Advanced button). I.e. some file extensions may not be indexed by default.
• Additional file formats such as PDF can also be supported by downloading Windows Search add-ons from the Microsoft web-site.

Important note regarding Index Updates and FAT32:

Windows Search only automatically updates indexes (when files are added or changed) on NTFS file systems. On FAT32, indexes must be updated manually and Microsoft says that it is not possible to even schedule this. For this reason it is recommended to place the Digital-Clay Attachments directory on an NTFS volume.

There is an add-on (UNC/FAT) on the Microsoft site for Windows Search that enables Index auto-updates for folders on network drives and FAT volumes by entering the folder UNC in the Advanced Options, but this is not currently compatible with Digital-Clay as the location of the Indexed files would be stored according to the UNC entered.