Search files

PropLink indexes file names, file contents (for text-based files) and metadata. The search bar at the top of the Files page returns matches across all of them.

Search the whole file store

1. Click Files in the sidebar.
2. Use the search bar at the top.
3. Type a name, a phrase from the document, a tag, or a date.
4. Results appear instantly with snippets showing where the match was found.

Search inside a site or unit

Open the site or unit, switch to its Files tab and use the same search. Results are scoped to that record.

Filters

• Folder — restrict to one or more folders.
• Tag — filter by tags.
• Type — PDFs, images, videos, etc.
• Uploaded by — staff member.
• Date uploaded — range.
• Expiry — files expiring in the next X days.

Full-text content search

PropLink runs OCR and text extraction on:

• PDFs (including scanned PDFs).
• Word documents.
• Excel spreadsheets (cells and headers).
• PowerPoint presentations.
• Plain text files.

Search a phrase that appears inside a document and PropLink finds it.

Search by linked record

To find every file linked to a specific record:

1. Open the record (work order, ticket, invoice, contact).
2. Click the Files tab on that record.
3. The list is pre-filtered to files linked to this record.

Saved searches

Save a frequent search as a view:

1. Run the search with the filters you want.
2. Click Save view.
3. Name it.

Saved views appear in your sidebar under Files → Saved views.

Limits

The search index updates within a few minutes of upload. For very large uploads (hundreds of files at once), full indexing may take longer. The file is searchable by name immediately; full content search becomes available as indexing completes.