How can I search a file?

Summary: This page explains how to find documents in Cartularius by navigating the folder structure on the relevant Salesforce record. If a file isn’t where you expect it, it shows how to use Salesforce Global Search to locate the right record and then access the file through the Files and Folders component.

Cartularius is designed to reduce the need to search a file by providing a predictable folder structure tied to Salesforce records. In most cases, you will find documents by navigating to the appropriate record (e.g., an Account, Case, or Opportunity) and browsing the folders in the Files and Folders component.

If you cannot find a file at the expected location, use Salesforce Global Search (Einstein Search) to locate the right record or file-related information across Salesforce, then open the record and continue working from there.

Step 1: Check the expected location in Cartularius

Start by navigating the folder structure on the record where the document is expected:

1. Open the Salesforce record that should contain the document (for example, an Account or Case).
2. In the Files and Folders component, browse to the expected folder.
3. If your organization uses Related Folders, also check the relevant related-record collections.

Because folders are usually structured consistently, this is often the fastest way to find a file during daily work.

Step 2: Use Salesforce Global Search (Einstein Search)

If the file is not where you expected it, use Salesforce Global Search to find:

• the Salesforce record the file belongs to, or
• related information (such as a filename or a keyword) that helps you locate the correct record

How to search

1. Use the search bar at the top of Lightning Experience.
2. Enter:
   • the file name (or part of it), or
   • a keyword that is likely to appear in the record (for example, an account name, case number, contact name, or project identifier)
3. Open the most relevant result (often a record such as an Account, Case, Opportunity, or a custom object record).

Once you are on the correct record, use the Files and Folders component to locate the file in its folder structure.

Salesforce Help: Search for Records in Lightning Experience

Step 3: Refine your Salesforce search results

If you receive too many results, refine your search:

• Use filters and sorting options in search results (availability depends on your org configuration).
• Try a more specific keyword (e.g., include an account name and document type).
• Use Salesforce search operators/wildcards if your organization supports them.

Salesforce Help: Filter and Sort Search Results in Lightning Experience

Salesforce Help: Refine Search With Wildcards and Operators

Step 4: Open the File Record Page from the search results

After using Salesforce Global Search, clicking a file will open the File Record Page. This page provides detailed information about the file and lets you perform common actions, including previewing, downloading, sharing, and managing versions.

From the File Record Page, you can also view the file’s storage location and navigate to the related record if needed.

Why is this useful?

Using Cartularius structure first, and Salesforce Global Search when needed, helps you:

• Find documents faster during daily work
• Avoid wasting time browsing unrelated records or folders
• Recover files when they were stored on a different record than expected
• Stay consistent with your organization’s document structure

If you want to learn more advanced techniques for using Salesforce Global Search (Einstein Search), see Work Faster and Smarter with Einstein Search.