WEBVTT

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In this demo we're
going to talk about expanded search.

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This is platform functionality
that allows you to configure

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search collections
so that users can search across

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related items and see results,
all on one page.

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Now this is again
platform functionality.

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But we're in a rim vault here.

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And the example we're going to
look at is I want to be able to

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search across all of my health
authority interactions.

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I want to be able to perform a search
and have vault

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show me any commitments
that match that search,

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any correspondence, documents
that match that search,

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and any health authority questions
that match that search.

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So rather than searching
each of these tabs individually,

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I want to be able
to search across all three.

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And that's what Expanded
search is going to allow us to do.

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So to set this

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up, we're going to navigate to admin

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and then settings,

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and then Search Settings.

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And on this page we have a section
here called Search Collections.

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And to create a new one
I'll just hit the create button

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and we can give this a label.

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And vault will automatically
fill out the name for us here.

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And then we can define what we want
our collection to include.

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Now again, in this case
I want to look across correspondence

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documents, commitments
and health authority questions.

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So I'm going to need three items
here.

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And I'm going to start
with documents.

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First.

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And here
I need to choose the document type.

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And I'm going to use
regulatory correspondence.

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Now you'll notice
there's also a criteria section here.

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So if I wanted to filter
the results that are returned

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by other metadata on documents,
I could do that here.

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So for instance, if I had criteria

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equal
that said status equals approved,

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it would only show me approved
correspondence in the search results.

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In this case, I'm
actually going to leave this empty.

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I don't want to filter my results any
any further than by document type.

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And there's also a

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checkbox here for allow expanded
searches on this collection.

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When searching any tab scoped
to regulatory correspondence.

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This basically controls where
I can see this search collection.

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When we're looking at,

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the different search options
that are available here.

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Now, because these three are already
together, they're under a menu tab.

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I don't actually need that option
checked

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except for one of these items,
because I don't want to see the,

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search collection
multiple times right here.

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So for my documents,

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again, I'll just re add this here

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and I'm going to leave this unchecked

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for now.

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So once I've added documents,

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you'll notice
the documents button is grayed out.

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We can't add documents
to this collection again.

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But we do have some objects
to add here.

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So I'll click the object button

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and we'll start with our
health authority questions.

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Now you'll

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notice here with objects
I have this box for include

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related records which right now
there's nothing in this box.

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I need to build out more of my search

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collection before
I'm going to see any options here.

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But what this option
basically allows me to do

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is use the relationships
between objects

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to better filter
the results in the search collection.

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So for instance,

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you might have a scenario
where a particular commitment

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has multiple health
authority questions associated to it.

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And maybe only one of those questions

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actually contains
the search term that you looked for.

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So the search collection

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will only show you
that one health authority question.

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But if I were to include
a relationship

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between health
authority questions and commitments,

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I would actually have an option
as a user to expand it and say, hey,

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show me all the health
authority questions

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that are related to this commitment,

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and we're going to take a look
at this in action here.

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But again, for right now,

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this is blank because I need
to add more to my collection.

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Now for this.

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This was the last item
in my dropdown of available tabs.

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And so that's where I want it
to kind of sit.

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When users are choosing
where they want to search from here.

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So I'm going to check this box.

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And that's going to control
where that that view is available.

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And then I'm going to add my object
for commitments.

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Now in this case commitments has
a relationship to health authority

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questions and health authority
question is part of my collection.

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So that is now selectable here.

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So I'm going to include that
in the Include related records box.

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And then I'm going to click
add to finish that.

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And now I've added everything
that I want to add

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to this search
collection. So I'll hit save.

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And now this search

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collection is going to be available
for my users.

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So here we are back on the regular
user interface of vault.

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And so let's take

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a look at what I just set up
and what that's done for us. So

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here you'll see
I have that health authority

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interaction search collection
that I just created.

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Again I sort of tagged it to
the Health Authority Questions tab.

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And so that sort of puts it
in the fourth place here in my list.

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But basically that checkbox,
anywhere we check that last checkbox

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when we're setting this up,

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it's going to have this search
collection show up.

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So if I had checked it
on all three of these,

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we would actually see this
three times in the list here,

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which is fine, but
I chose to only show it this once.

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Just because it's cleaner.

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So when I click that,

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we're now changing the search scope
to look across all my health

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and health
authority interaction data.

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So if I search for the term impurity.

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We're going to see
my search collection come up here.

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So with this you'll see
I have a section

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for documents and vault found one.

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We have a section for health
authority questions.

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And vault found one here.

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And then we have a section
for commitments.

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And so I can see all of this
information right here on one page

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without having to perform
this search multiple times

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or click through different
relationships on these items,

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to find the item
that I'm looking for.

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Now, you'll recall we also set up

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the include related records
on commitments.

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And looking at that health authority
question relationship,

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what that gave us
is this checkbox here.

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So right now what we're seeing
is only a health authority

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question
that contains the word impurity

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that actually
matches these search results.

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But if
I go back and I check this box,

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what vault's going to do

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is add an additional health
authority question here.

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And the reason it's doing
that is when I check this box, it's

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saying, hey, show me all health
authority questions

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that are related to the commitments
that have been found

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here, regardless of whether or not
they contain my search term.

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Just show me all health
authority questions

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related to the commitment
that was returned.

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So if I go look at this commitment,
for instance,

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we should see two health
authority questions on that.

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And we do.

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And again, only one of these actually
has the search term within it.

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But by having that checkbox,
I'm able to sort of expand out

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the results that I get based off
of the relationship here

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between commitments and health
authority questions.

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So expanded search is really powerful
functionality.

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And as you can see
here, it's not difficult to set up,

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although certainly you'll
there'll be some training involved

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in helping users to understand
how to access and use these,

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but it really can save a lot
of clicks and a lot of searching

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by combining things together.

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Rather than sort of performing
the same search multiple times.

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In this example,
if I wanted to search for impurity

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without this search collection, but
I wanted to look at each of these,

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I would be going to each tab
individually and performing

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that search, potentially
opening multiple tabs to be able

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to see the different results
and compare them and search

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collections is just giving this to me
right here within one view.

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And we also have the ability
to say view as here,

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which is really
helpful. So I could say,

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save this as impurity.

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And so now whenever
somebody is on my health

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authority questions tab.

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That's an available view

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that will pull
in my search collection.

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Right.

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So we can, you know,
not only, you know, perform

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these searches across multiple items,
but because I've tagged

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the search collection two health
authority questions to that tab,

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I can create
save views to be able to sort of pull

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that information in or re perform
that search without needing to type

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in the search term
or change my search view here.