DocuGUIDE
Semantic document search
Semantic document search finds the passages that match what you mean, not only the words you typed. Describe what you are looking for, and get the relevant passage back, even if the author phrased it differently.
How semantic search works
Keyword search asks, “Does this text contain these characters?” Semantic search asks, “Which passage is about the same thing as this question?”
Semantic search systems typically split a document into passages and turn each one into a numerical representation of its meaning. Your query gets the same treatment. The passages whose meaning sits closest to the query are ranked first.
That is why a question in everyday language can lead to formal, technical, or legal wording in the source.
An example
Suppose you search a service agreement for this:
YOU SEARCH
Can I cancel early?
POSSIBLE SOURCE PASSAGE
“Customer may discontinue Services prior to expiration of the Initial Term…”Illustrative clause · review the full terms in context
The document never says “cancel” or “early.” An exact-match search for those words finds nothing. A semantic search connects “cancel early” with “discontinue … prior to expiration.”
When keyword search is still the better tool
Meaning-based search is not always the right choice. Use exact matching when you are looking for:
- a name, ID, invoice number, or section number
- a quoted phrase or a defined term
- a specific capitalization or spelling
DocuLocate offers three search types so you can pick the right one for the question:
- Hybrid (the default) combines meaning and keyword matches.
- Semantic focuses on meaning.
- Lexical focuses on words, with an optional Match case control.
Switching modes does not change the active document.
Semantic search in DocuLocate
DocuLocate searches one document at a time. Upload a PDF, Word (.docx), text, Excel (.xlsx or .xls), or CSV file, then describe what you need.
- Results show the matching passage or spreadsheet row, with a relevance indication.
- Selecting a result highlights its location in the viewer, so you can read it in context.
- Weaker results are shown separately as lower-confidence matches. If there is no strong match, the app says so.
Relevance is a guide, not a verdict. Always read the source passage before you rely on it.
When an AI provider is configured, the app can also show a short generated answer linked to its supporting passage. This is optional, and search works without it. Read the privacy details to see what is sent to a provider.
What to know before you start
- Scanned PDFs: a PDF needs extractable text. Image-only scans need OCR first, and DocuLocate does not perform OCR.
- Specific questions work best. “What happens if I end the agreement before the term is over?” usually beats a single word.
- If nothing looks right, rephrase the query or switch search type.
Questions, answered
What is semantic document search?
Semantic document search finds passages based on their meaning rather than exact wording. You describe what you want to find, and the search looks for related information in the document.
Is semantic search the same as AI chat?
No. Semantic search returns the passages in your document that best match your query, so you can read the source yourself. DocuLocate can optionally show a short generated answer when an AI provider is configured, but it is not a general-purpose chat tool.
Do I need to use the same words as the document?
No. Use natural language to describe the information you need. Specific questions and clear concepts tend to find more relevant passages.
Does semantic search replace keyword search?
Not entirely. Keyword search is better for exact names, numbers, and phrases. DocuLocate’s default Hybrid mode combines both, and Lexical mode is available when you want words only.