Search for what you remember, not for the file name
You don't need to know the document's name or where it's saved. Type a number, a date, or a word that appears inside it, or describe the topic in natural language, and Mstnd searches inside the content and shows the results closest to what you mean.
From scanned contracts to letters and invoices, documents turn from silent files into information you can find within seconds.
How does smart search inside documents work?
Smart search in Mstnd combines keyword search inside text extracted by OCR with AI semantic search. You can enter a word, number, or date to find a direct match, or write a description of the document so the system analyzes the meaning and shows the results closest to your description.
A contracts manager remembers a clause about a late-delivery penalty, but doesn't remember the supplier's name, the contract number, or the folder it was saved in. Searching by file name doesn't help, and opening dozens of scanned PDF files takes time and doesn't guarantee reaching the right document.
Mstnd turns the text inside images and scanned files into searchable content via OCR. The manager can search by a phrase, number, or date, or describe what they remember in natural language, and the closest results appear ranked by match and within their permissions only.
Reaching the information from the document's content even when the file name or its location is unknown.
The problem isn't just losing the file, but losing the information inside it
The document may actually exist, but its name is unclear, or it was saved in a folder you don't remember, or it was a scanned image that can't be searched the traditional way. Then the team starts opening files one after another, asking staff, or requesting a new copy of a document that already exists.
This problem multiplies with thousands of contracts, letters, and invoices. File names don't describe everything inside them, and manual categorization can't anticipate every question that will come up later.
Two ways to search from one place
Precise search by words, numbers, and dates
Type a party name, a contract number, a document number, a date, an amount, or any phrase that appears inside the document. Mstnd uses the text extracted from the files to return documents containing the requested value, even when the original is an image or a scanned document after it's processed with OCR.
Descriptive search that understands meaning and context
If you don't remember the exact phrase, write a description like “the contract about elevator maintenance in the eastern branch” or “the supplier letter that requested extending the delivery date.” Semantic search analyzes the meaning and shows the documents closest to the description, ranked by the match score available in the interface.
Smarter results without bypassing permissions
The power of search doesn't mean exposing everything. The user sees only the results within their permissions, with the ability to open the document and review its metadata, location, and context. That keeps access fast without breaking department separation or file confidentiality.
What can you search by?
- The file or folder name.
- The document number or reference number.
- A word or sentence inside the content.
- A client, supplier, or employee name.
- A date, amount, or contract number.
- A free description of the document's topic even without using its original words.
- The available metadata fields, categories, and tags.
Why is this better than searching by file name?
The file name represents the decision of whoever saved it at a particular moment. The document's content, however, represents the truth the team needs later. When the text, metadata, and meaning become searchable, retrieval quality no longer depends on how staff name their files.
A contracts manager searches for “the contract that has a late-delivery penalty tied to supplying equipment for the new branch.” They don't remember the supplier's name or the contract number. Instead of opening dozens of files, they type the description into semantic search, and the closest contracts appear with their match score, so they can go to the most relevant result and review the document.
Frequently asked questions
Can you search inside scanned PDF files?
Yes. After the file is processed with OCR, the text visible in the image becomes searchable, so you can find the words and numbers that appear inside it.
What's the difference between OCR search and AI search?
OCR search finds matching words and values inside the extracted text. AI search understands your description and its meaning and looks for documents close to the idea even if you didn't use the same words.
Do I need to know the folder the document is in?
No. You can search across the scope available to you, then use filters to narrow the results by folder, category, date, or others.
Does search show documents I'm not permitted to access?
No. The search engine must respect the user's permissions and organizational unit, so a document they can't access from the system isn't shown to them.
Can you search by the custom document number?
Yes. The custom numbering system supports linking each document to a unique number, and supports exact or partial search using that number.
Stop searching through folders and start searching the knowledge inside them.
Book a smart-search demo in Mstnd