The search is opened from the main menu by pressing the “Display search view” button. This is also the default view when a user logs in.
Layout
| Color code | Area | Description |
|---|---|---|
| __ | Quick Access | The quick access menu works in the same way as a bookmark in a browser. It includes saved searches, files edited today, and collections organized into personal and shared folders. |
| __ | Search | In the search bar, you can choose from which pool(s) and object types you want to search. In the search field, you can perform a full text search with an unlimited number of search elements. On the right side, you can open the Advanced search, which enables searching from selected fields. Both options can be combined with filters. |
| __ | Filter | By combining filters, you can gradually refine the number of search results. |
| __ | View and sort | You can choose the view in gallery, text or table format from the layout and define the type of view in more detail. The results can be sorted in three steps. For this you can choose a primary, secondary and third criteria. |
| __ | Search result | Search results are shown here. If you do not enter anything in the search field, all available records will be displayed in the order that the most recent (highest ID number) is displayed first. |
| __ | Detail and editor | You can open the selected record for a more detailed view. You can display the detail view either in the sidebar or in the full screen. You can start the editing function and change the information from the detail view or alternatively from the menu that opens with the right mouse button. |
Entering the search term
When you start typing a search word in the search field, the application offers suggestions based on the word or words you typed. The application searches for suitable words and linked records that match the search criteria.
You can select a found entry or a linked record (arrow up/down + return or mouse). The selected entry creates a search term in the search field. Several search terms can be added and combined using commands (search operators).
Note: You can edit search terms by double-clicking them.
And/Or commands
To create combinations of search terms, Boolean logic allows you to enter the following entries with key combinations:
| Key | Operator | Description |
|---|---|---|
| – | NOT | The “NOT” operator excludes from the search results those that contain the specified search term. |
| + | AND | The “AND” operator displays only those search results that contain all the defined search terms. |
| , | OR | The “OR” operator displays search results that contain any of the specified search terms. |
| ( | ( | Brackets “( )” can be used to group search terms and determine which search terms belong together. |
| ) | ) |
Use the keyboard to scroll through the search terms using the left and right arrow keys. Use the back arrow or the Delete key to remove the search term.
Sources
By default, the search covers all pools and object types that have records for which you have at least read permission. You can customize this search filter by clicking on “Sources”.
Use the checkboxes to select or deselect individual object types or pools. Press and hold the Alt key to toggle all checkboxes on the same level at a time.
Click the i icon for more information about the object type or pool. The contact person and description are displayed here.
Advanced search
You can specify more complex filters in the search by clicking the “Advanced search” icon on the right side of the search field.
Enter search terms in the search fields to specify a search for one or more fields. The inputs are taken as search terms in the search field.
The advanced search only shows the fields selected in the “Sources” section. If several sources are selected, the search mask “All object types” is also displayed, which contains fields that appear in at least two selected object types. You can switch to individual search fields by selecting individual object types from the drop-down menu. The entries in the search fields are then limited to the selected object type. If you want to search for several object types, you must make several entries in the expert search for the corresponding object type. Your inputs for different object types are collected when they are moved to the search field.
The checkbox in the right column searches for records without input, so for example, if you select this checkbox for a field called Description and then click Include in search, all records with an empty description field will be filtered.
In all object types, common linked object types and possibly a file type that can be searched together are shown in the lower part.
The upper part shows the fields that conceptually appear in all object types. Note that the translated name is compared here, not the database field name.
In the change history, you can search by user, function, time period and comment. When searching for a comment, the system checks whether the comment is included in one of the records. If the search is limited to a specific user or a limited time period, this information does not refer to the context in which the comment was created. The comments on hits can therefore have been created by other users and at different times.
For simple date fields, two fields are automatically displayed to search for the date range. If you want to search for an exact date, the time must be entered in both the “From” and “Ending” fields. Otherwise, all hits with a date before or after the entered date will be displayed. For the “Period” field type, the “More options” button allows you to switch to four input fields to specify a range for both the “From” and “To” dates.
Note: The sorting in the advanced search is alphabetical and refers to all available masks. If several main object types are defined in the search, a menu for object types is displayed in the refined search. Here you can choose whether the field lists are displayed by default (corresponding to the order in the mask) or in alphabetical order in the advanced search.
Sorting
The search result can be sorted according to a maximum of three criteria.
Depending on the selected object types/pool selections, different fields are available. The fields are grouped by their localized names.
In some fields, you can also choose a feature in addition to the sorting direction, for example, you can choose the file size, file type, format or original file name for files.
Some data types also have grouping enabled during sorting, which shows subheadings in the search result.
String sorting: Alphabetical / alphanumeric
String fields can be sorted both alphabetically and alphanumeric. In alphabetical order, all numbers are treated as individual characters. In alphanumeric sorting, numeric characters are interpreted as actual numeric values. This can change the sort order, for example:
Strings with the following values:
- A 12-B5
- A 7-B1
- A 12-B11
Alphabetical order:
- A 12-B11
- A 12-B5
- A 7-B1
Alphanumeric order:
- A 7-B1
- A 12-B5
- A 12-B11
Multilingual sorting
Sorting for multilingual fields works as follows: if there are “en-US” and “fi-FI” in the language list, it is checked if there is a value for the “en-US” language, in which case this field is used for sorting. If the English value is empty, we check if there is a value for “fi-FI” and sort according to this value. If neither of these languages is set to a value, a fixed value is returned that sorts this search result to the bottom of the list.
Properties of the selected field type
| Data type | Feature | Description |
|---|---|---|
| File | File size | Sort by file size (in bytes) |
| Type, Format | Sort first by file type and then by format | |
| Format | Sort by file format only | |
| Change history | Created | Sort records by when they were created |
| Updated | Sort records by when they were last updated | |
| Period | From | Sort records by start date |
| Until | Sort records by end date | |
| String | Alphabetically | Sort the strings alphabetically |
| Alphanumeric | Sort the strings in alphanumeric order |
View
The view of the search result can be changed between the default view (gallery), text view and table using the selection buttons above. Click the “Display Settings” button to refine the display settings for the selected view.
View settings
Default view
| Setting | Option | Description |
|---|---|---|
| Size | Small | Smallest preview images |
| Medium | Medium sized preview images | |
| Large | Large preview images | |
| Largest | Largest preview images | |
| Presentation | The whole picture | Filling the preview according to the aspect ratio of the thumbnail |
| Thumbnail | Preview with a full thumbnail that takes the aspect ratio into account. | |
| Fitted | Filling the preview without considering the aspect ratio of the thumbnail | |
| Details | On top | Shows additional information covering the preview image |
| Below | Shows additional information below the preview image | |
| Next to | Shows additional information next to the preview image | |
| Default information | Checkbox | Shows the object’s default information |
| Flat hierarchy | Checkbox | Shown when hierarchical object types are defined. If active, hierarchies are collapsed and lower object types are also shown in the view. |
| Page size | Menu | Choose the number of hits to display per page |
Text view
| Setting | Option | Description |
|---|---|---|
| Default information | Checkbox | Shows the object’s default information |
| Flat hierarchy | Checkbox | Shown when hierarchical object types are defined. If active, hierarchies are collapsed and lower object types are also shown in the view. |
| Page size | Menu | Choose the number of hits to display per page |
Table view
| Setting | Option | Description |
|---|---|---|
| Repeat data for each row | Checkbox | Repeat the data in each row of the table |
| Add opacity to repeating columns | Checkbox | Adds opacity to repeated columns in a table. |
| Show hierarchy | Checkbox | Show the data hierarchy in a table view |
| Show | System object ID | Display the ID of the system object |
| Object type | Show object type | |
| Default | Show the object’s default information | |
| Pool | Show pool | |
| Tags | Show tags | |
| Records / page | Menu | Choose the number of hits to display per page |
Note: The view settings selected by the user are saved and are available as a preselection the next time.
Navigation
You can use the arrow buttons at the bottom of the search result to move to the previous or next search result page. You can also enter the desired page number in the page number field and go directly to that page.
Filtering (faceted search)
Click “Filtering” to enable or disable search filters. The filter groups options by pools, object types, file properties and linked object types.
For each block, the filters and the number of records corresponding to them are displayed.
Selected checkboxes indicate the active filters. If more than 10 filters are found in one block, it is possible to click “More” and search for separately filtered terms in that block.
The interval filter targets all fields that are defined as date fields in the data model, for example creation or update date.
The system fields area also shows the tag groups and tags configured for the filter.
Note: To reset a filter selection, click the filter button to deactivate it. When the filter is activated again, the previous selection is canceled.