Document Content Searching lets you search within the text of your matter and contract documents stored in the Xakia DMS. Quickly locate specific words or passages across all documents, straight from the global search bar.
Xakia's document content searching feature allows you to search within the actual text of documents stored in the Xakia Document Management System (DMS). Rather than searching only by document name or metadata, this feature scans the content of your documents so you can quickly locate specific information across all your matters and contracts.
Prerequisites
The following requirements must be met before document content searching is available:
Enterprise subscription tier required — Document content searching is only available to locations on the Enterprise subscription tier.
Xakia DMS required — Documents must be stored in the Xakia DMS. If your organisation uses an external DMS (such as SharePoint Online) for document storage, document content searching will not be available. Your Customer Success Manager can help you explore whether the Xakia DMS is suitable for your environment.
What Can Be Searched
Document types — Document content searching is available for matter documents and contract documents. The following document types are not currently searchable:
Documents submitted by internal clients on a legal intake request
Documents generated by Autodocs
Invoice documents attached to expenses
Document versions — Only the official version of a document is included in content search results. Non-official versions are excluded. If a document’s official version is updated, the new official version becomes searchable.
How to Search Document Content
Document content can be searched using Xakia’s global search function.
Navigate to the global search bar at the top of the screen.
Enter your search term or phrase.
Xakia will return results where the search term appears in document content, alongside other matches such as matter names and descriptions.
Results are grouped by type. Use the filter tabs at the top of the results panel — All, Matters, Tasks, Key Dates, Documents, and Contracts — to narrow results to the type you need.
Filtering Search Results
The search results panel displays all matching records across Xakia. You can filter to specific record types using the tabs at the top of the panel:
All: Shows every matching result across all record types.
Matters: Shows only matters whose name, description, or related data matches your search term.
Tasks: Shows matching tasks.
Key Dates: Shows matching key dates.
Documents: Shows documents where your search term appears in the document content. Each result includes the document name, the matter or contract it belongs to, and an extract of the matching content with the search term highlighted.
Contracts: Shows matching contracts.
Refining Your Search
You can narrow results further using the Refine Search panel.
Click the Refine Search option to expand additional filter fields, including:
Business Unit
Sub-Department
Category
Sub-Category
Group
Priority
2. Apply the relevant filters and the results will update to match.
3. Click Clear to remove all filters and return to the full result set.
Important Notes
Note: New documents may take up to 5 minutes to be indexed after they are uploaded. If you cannot find a recently uploaded document using content search, wait a few minutes and try again.
Large documents with more than approximately 1,000 pages may not have all of their content indexed. Only content appearing in the first 1,000 pages will be searchable.
Need help?
If you have any questions, please contact us at support@xakiatech.com or reach out to your Customer Success Manager.