Smart Search in QorusDocs is an advanced search functionality designed to help you find content. It delivers highly relevant results by considering not just the keywords, but also the intent and content structure. Smart Search will help users find answers by searching multiple content sources using Natural Language Query (NLQ), like commands or complex RFP questions, to retrieve the most relevant results.
Unlike the Keyword Search, which is a traditional but faster search, that relies strictly on matching the exact words or phrases entered by the user, which means it may overlook relevant content that uses different terminology or synonyms - Smart Search consolidates results in a single view and ranks them based on relevance so that the most relevant results are always on top.
This is especially useful when searching large repositories like RFP databases, Q&A libraries, and SharePoint library content at the same time.
In addition, within the Smart Search window, QPilot creates a consolidated response for you within seconds based on the top five matching answers.
In this guide you will learn how to access and use Smart Search to find relevant content for your documents using just few clicks.
Enabling Smart Search
Before you can use Smart Search with one or more content sources, it needs to be enabled by a person belonging to the QorusDocs Admin role in your organization.
If you’re an Admin and need to set up Smart Search, click here to learn how.
Navigating the Search User Interface
If you have Smart Search enabled for a specific Content Source, you automatically have access to Smart Search while performing your search from Hub Central in your web browser, or while working in a document in the QorusDocs Add-Ins for Microsoft Office. You can tell if a Content Source has Smart Search enabled by looking at the Content Source icon in the Search UI. All Smart Search Content Sources will have a sparkle icon displayed in the top left:
After choosing a Content Source with Smart Search type enabled, when a question is typed into the Search box, Smart Search will return a consolidated list of results ranked by relevance from all the Content Sources you selected, making it easy to find the answers you need.
Using the top 5 results, QPilot will generate an answer that is contextually accurate and tailored to your query. The provided response can be used without wasting time on rewriting, also reducing the need to open and review multiple documents.
Below is a quick guide of using Smart Search:
How to use Smart Search
When working on a document in the QorusDocs Add-ins for Microsoft Office, you can use Smart Search to find relevant content without interrupting your workflow.
Instead of manually typing a question, you can simply highlight it, and Smart Search will auto-populate the search box for you. This is especially useful for responding to RFPs or when you need specific re-usable content for a pitch or proposal.
To search directly from your document:
- Click on ‘Search’ from the top menu bar.
- Choose your Content Source (the ones with the Sparkle have Smart Search enabled).
- Highlight a question/ phrase in the document to have your highlighted text auto-fill the Smart Search box or type in your prompt in the Search box.
- Click the Search icon (the magnifying glass).
- Review your search results and/or expand the consolidated response provided by QPilot by clicking on ‘Show More’.
- Insert the answer you need into your document with just one click:
- To view the exact content items that QPilot used as sources to create the generated response, you can click on Show References:
- You may also preview any reference document by clicking on the document name
- To use QPilot to help you further refine the answer or if you want to ask follow-up questions, click on the QPilot icon and this will launch a new chat session with your original question and the answer QPilot had generated.
In the new QPilot session, you can review the response, ask follow-up questions, refine the answer, or request additional information—all within a conversational interface for a more interactive and efficient search experience.
Understanding Your Smart Search Results
Smart Search organizes your results in a single, consolidated view, so you don’t have to search each content source individually.
- Results are ranked based on relevance.
- Each result clearly shows the Content Source name in which it was found.
- A maximum of 50 results are displayed per search to keep performance optimal.
- QPilot reduces the time spent opening multiple documents to create the best answer.
- You can also launch QPilot directly from Smart Search.
Smart Search makes it faster and easier to find the right content without needing perfect keywords. With QPilot, Smart Search becomes smarter—helping teams work faster, respond quicker, and deliver better results. It helps accelerate workflows, improve response times, and ensure every deliverable is accurate and consistent.
Smart Search Best Practices
- When using Smart Search, it’s best to enter full questions rather than just keywords.
- Keep search phrases short and to the point, single questions or phrases work best.
- While traditional keyword searches often require symbols like quotation marks ("") to refine results, Smart Search works differently and does not require such formatting.
We know users may be accustomed to keyword-based searches, it’s important to learn and make a shift towards a more natural language approach. A good example for change - instead of searching "security compliance", a more effective query would be "What security compliance standards does our company follow?" This approach helps Smart Search return the most relevant and comprehensive results.
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