Saved Searches and Searches are predominantly informed by keywords and CPV codes. This article looks at how to format keywords correctly to ensure you get the right results. Incorrect formatting can influence your results in ways you perhaps hadn't intended.
The document keyword function is governed by Boolean logic. So, you may have heard Boolean before, but what does it actually mean?
a form of algebra which is centred around three simple words known as Boolean Operators: “Or,” “And,” and “Not”. At the heart of Boolean Logic is the idea that all values are either true or false.
It was named after George Boole, who is widely considered to be the forefather of the information age and initially defined the system of logic in the mid 19th century (let's hope you get this one on the next pub quiz!).
Let's look at how these operators are used in the example below.
This search query translates into:
"grounds maintenance" OR security OR "FM" OR (cleaning AND services) OR catering BUT NOT school
As you can see, the comma acts as the OR operator. The minus or hyphen ("-") symbol acts as the NOT operator. Not using a comma between two words - which are also not captured within quotation marks - will act as the AND operator (i.e. cleaning AND services).
There are a few things to take note of:
the keywords are not case sensitive
use quotation marks to search for keywords containing more than one word, i.e. a phrase. The quotation mark effectively treats anything inside as a single word
use parentheses when using an AND filter
the equals key ensures you receive an exact match only. For example, if we didn't use the equals key against FM (i.e. =FM), you would receive any record where FM can be found either by itself or inside another word
the NOT function is overridden by CPV codes, for example, if a record was published containing one of your CPV codes but also contains a keyword which you have used the NOT operator against; you would still receive it
a hyphen must be wrapped in quotation marks to avoid it being treated as the NOT operator, e.g. "fire-resistant". Without the quotation marks, you would receive records with fire but NOT if they contain resistant
foreign language characters (i.e. characters you wouldn't see in the English language) must be wrapped in quotation marks for them to function correctly
Let's have a look at a few more examples to see how these functions can synergise with one another.
Formatting: Photocopier, printer, computer
Meaning: Photocopier OR printer OR Computer
Formatting: (Photocopier printer), computer
Meaning: Photocopier AND Printer (any order) OR computer
Formatting:(Photocopier printer), “Desktop Computer”
Meaning: Photocopier AND Printer (any order) OR “Desktop Computer”
Formatting: (Photocopier printer), “Desktop Computer”, ="CRM"
Meaning: Photocopier AND Printer (any order) OR “Desktop Computer” OR CRM (exact match)
We encourage you to reach out to our Customer Success Team if you're unsure as to whether your formatting is correct or you believe you're receiving odd results given your keywords.
Keyword formatting can be difficult if you're not familiar with Boolean operators - we wake up with the word Boolean spelt out in our bowl of Alphabite cereal - we're here to help! You can contact us via the live messaging tool (at the bottom right of the screen) or by emailing [email protected].