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Sharpdesk’s advanced searching capabilities allow you to easily retrieve image and text files 
using a single word, a phrase, or a list of words. Additionally, you can search for particular files 
using a wide range of criteria, including: 

• 

A document path 

• 

File type 

• 

Modified date 

• 

File size 

You can also run a search using a file’s property specifications, including: 

• 

Title 

• 

Author 

• 

Subject 

• 

Keyword 

The Sharpdesk search engine also supports the logical operators and, or, not, or near as 
keywords, allowing you great control over the search range you want to make. 

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The Search capability is based on an index of all the words found in all of the files in the target 
folders identified when the index is created. These indexes need to be created in advance of any 
attempt to use the Search feature. 
Creating an index can be a time-consuming process, at least the first time, based on the number of 
files and whether they contain image types or not. Sharpdesk will attempt to gather words used in 
image documents using its Convert by OCR capability. [The following image formats are 
compatible with our OCR capability: *.tif, *.tiff, *.bmp, *.jpg, *.png, *.pcx, *.dcx, *.wfx, *.fax.] 
Any words found by the OCR process are added to the index so you can find the image document 
that contains them later. The OCR process is time-consuming in its own right, so allow plenty of 
time when indexing image documents, or break the files you wish to index into smaller groups. 
You can search through more than one index at the same time. 
While the index is being created, it will be using your PC resources in the background. This will 
slow it down if you are also trying to do other tasks on your PC. To avoid this, you can schedule 
your index operations to run at a time when you are not normally using your PC. The indexes can 
be created or updated while you sleep. 
Once the original index is created, updating the index, either manually or on a timed schedule, 
can be much quicker. Only those files changed or added to the folders covered by the index will 
be accessed to update the index. 
When Sharpdesk is first installed, a small index will be created using sample files provided with 
Sharpdesk.  Once you are familiar with the basic search process, you can create additional 
indexes that match your own preferences. Creating new indexes is covered later in this Chapter. 

Index Databases 
All Index Databases are common to all users of the local PC.  Regardless of the user’s authority 
(i.e. whether the logged-in user belongs to Administrators, Power Users, Standard Users, or 
Restricted Users Group, etc.), the user is capable of accessing any existing Index Databases as 
well as creating one.  The following table illustrates the details about what operation is permitted 
by every user. 

  Create – create new Index Databases 

Any user can create new Index Databases. 

  Read – read-only access to Index 

Databases 

Any user can search (and get correct 
results) for all Index Databases created, 
updated, or modified by any other user. 

  Update – update (indexing) Index 

Databases with new files being 
indexed or new configurations 
specified 

Any user can perform indexing on any 
Index Database(s) (individually or all at 
once) regardless of who created, updated 
or modified the Index Database previously. 

  Modify – change configurations 

(such as target folders, file extensions 
etc.) of existing Index Databases. 

Any user can change configurations of any 
Index Database created, updated, or 
modified previously by any user. 

  Delete – delete existing Index 

Databases 

Any user can delete any Index Database 
regardless of who created, updated, or 
modified previously. 

In summary, a set of Index Databases residing on the local PC is treated as shared, common 
resources to all users of that PC regardless of user authorities. 

Sharpdesk User’s Guide 

Note:  Important information regarding searching for documents 
Since all Index Databases are common to all users of the local PC, if a user indexes a private 
directory, either local or networked, some information regarding this data will be available to any 
other user of the PC, even if they logon under a different username. 
Information such as file name and number of hits is shown in the Search Results table, although 
the private entries are grayed out and a non-privileged user will not be able to access the files. 

Ignored Words 
Some words are so common in documents that they are not useful as search criteria. Sharpdesk 
ignores the following words when creating an index (and will never get a ‘hit’ on them): 

a  

about  

after  

all  

also  

an  

and  

another  

any  

are  

as  

at  

be  

because  

been  

before  

being  

between   both  

but  

by  

came  

can  

come  

could  

did  

do  

each  

even  

for  

from  

further  

furthermore   get  

got  

had 

has  

have  

he  

her  

here  

hi  

him  

himself  

how  

however  

i  

if  

in  

indeed  

into  

is  

it  

its  

just  

like  

made  

many  

me  

might  

more  

moreover   most  

much  

must  

my  

never  

not  

now  

of  

on  

only  

or  

other  

our  

out  

over  

said  

same  

see  

she  

should  

since  

some  

still  

such  

take  

than  

that  

the  

their  

them  

then  

there  

therefore  

these  

they  

this  

those  

through  

thus  

to  

too  

under  

up  

very  

was  

way  

we  

well  

were  

what  

when  

where  

which  

while  

who  

will  

with  

would  

you 

 

your 

      

1.  If the user logs off while indexing is in progress, indexing will be automatically stopped.  

However, in this case the index is not in a complete state.  Searching the contents of the 
corresponding Index Database(s) may or may not find expected file information, 
depending on how far indexing has progressed.  To complete the Index Database, restart 
the indexing process following the instructions below for manually indexing. 

2.  If the user manipulates Index Databases other than through the Sharpdesk Search or 

Index Tray user interface, the consequences of such actions are indeterminate. For 
example, the user should not modify the Index Databases by directly changing or 
deleting some of Index Database files.  Similarly, do not manually terminate Indexer.exe 
via Windows Task Manager while indexing is in progress.  When Sharpdesk Search is 
first opened, it verifies the data integrity of all existing Index Databases.  If the Index 
Database is not valid, the invalid Index Database will be deleted and the user informed of 
the action.  This is necessary because the corrupted Index Database is not usable in 
subsequent operations (indexing, searching, modifying etc.).  Should this occur, rebuild 
the index again. 

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You can search for text files using a single word, a phrase, or a list of words. You can also 
perform an advanced search using a: 

• 

Document path 

• 

File type 

• 

Modified date 

• 

File size 

• 

Title 

• 

Author 

• 

Subject 

• 

Keyword 

• 

Logical operations and, or, not, or near 

1.  Choose Home from the Search option in the Tools menu or from the Search drop-

down on the toolbar. 
The Search Homepage displays. 

 

2.  Enter the word or phrase you want in the “Search For:” box.  Note you can use 

logical operators (and, or, not, and near) between keywords to limit your search. For 
example, you may specify “book and engineering not computer” to make a search 
for files containing both “book” and “engineering” but excluding “computer”. 

3. Click 

Find. 

Sharpdesk searches your index database(s) and displays a list of all the files that contain the 
specified words. By default, files are sorted based on how closely a match was made. 

Sharpdesk User’s Guide