Working with search
The search tab enables querying the repository. The search view is divided into four sections:
- Search panel.
- Search panel.
- Control panel.
- Results.
Search panels
The Search panel on the left-hand side is a stack panel.
Once a search has been performed, it can be saved for future sessions by entering a name that identifies it and clicking on the "Save search" button.
This panel has two stacks:
- Stored searches.
- User news.
Stored searches shows a list of the user's searches that have been saved for later use. With a double-click on a stored search, you can execute the search again. Right-clicking on a stored search will show a contextual menu with these options:
| Feature | Description |
|---|---|
|
|
Run stored search. |
|
|
Delete an stored search. |
The stored searches and user news are only visible to the user who created them.
User news shows a list of user searches that are used as a push service (usually executed every 30 minutes). These searches are periodically executed and the results are shown in the Dashboards > News panel.
User news helps users stay periodically updated about repository news based on their own queries.
Only new results that have appeared since the last time the query was executed will be shown.
Search panel
This panel at the top center provides access to different searches to query the content of the application:
- Default search is a full-text search. Default search is also available from the top right corner on the screen.
- Advanced search enables you to search on keywords, metadata and additional criteria such as location in the application.
You can switch between default and advanced search modes by checking or unchecking the "View advanced mode" checkbox.
Default search engine configuration uses stemming and stopwords.
- Stemming is the term used in linguistic morphology and information retrieval to describe the process of reducing inflected (or sometimes derived) words to their word stem, base, or root form (generally a written word form). The stem need not be identical to the morphological root of the word; it is usually sufficient that related words map to the same stem, even if this stem is not in itself a valid root. For instance, if you type "fishing" in a full-text search field, search results will return documents with "fishing", "fish", "fisher". In that case, the stem is "fish".
- Stopwords usually refer to the most common words in a language. There is no single universal list of stop words used by all natural language processing tools, and indeed not all tools even use such a list. Stopwords are removed from searches. For example "the", "is", "at", "which" and "on" are stopwords.
Operators and wildcards
By default, the search engine uses the "AND" operator internally.
You can use wildcards:
- Add an asterisk "*" as a placeholder for any unknown or wildcard terms, for example, "*2015", "2015*", "20*15" or "*2015*".
- Add a question mark "?" as a placeholder for any unknown or wildcard character; for example, the query "?015" will return occurrences where the first character doesn't matter.
- The query "2015" is a synonym of "2015*". In this search view, the application always adds "*" for you at the end.
Default search
Default search is a full-text search that searches only document content.
Default search shows result nodes only in the "/okm:root" context; results from other contexts are automatically filtered.
You always have quick access to the Quick search box feature at the top right corner.
Advanced search
Advanced search enables you to search on keywords, metadata and additional criteria such as location in the application.
The advanced search organizes the query fields on three tabs:
- Basic ( most common fields ).
- Advanced.
- Metadata.
The available criteria in the Basic view:
| Field | Description | Wildcard allowed |
|---|---|---|
|
Context |
Sets the context in which the query is executed. Available contexts:
|
No |
|
Content |
The content of the node. Document content or mail body. |
Yes |
|
Name |
The name of the node. |
Yes |
|
Title |
The title of the node. |
Yes |
|
Keyword |
The associated keywords of the node. |
Yes |
|
Language |
The language of the document. Only nodes of type document have a language value. |
Yes |
|
User |
The user who created the node. |
No |
|
Date range |
The range of dates during which the node was modified (or created). Each selected date is set to 00 hours, 00 minutes, 00 seconds and 00 milliseconds. That means if you want to query for a node modified on 2015-08-15 you must set a range from "2015-08-15" to "2015-08-16" (internally you're querying from "2015-08-15 00:00:00" to "2015-08-16 00:00:00"). It is not mandatory to set both dates for the range ("from" or "to"); you can set only one date. |
No |
The available criteria from advanced view :
| Field | Description | Wildcard allowed |
|---|---|---|
|
Folder |
Restrict results to folders. When the Recursive checkbox is checked, subfolders are also considered. |
No |
|
Category |
Restricts results to categories. The nodes must be associated to a specific category. |
No |
|
Type |
Restricts the types of nodes:
When the Mail checkbox is checked, extra fields (from, to, subject) are shown. |
No |
|
MIME type |
Set the document MIME type. |
No |
|
Notes |
The content of the notes. |
Yes |
|
From |
The 'From' mail field. This field is only available if you have checked the Mail checkbox. |
Yes |
|
To |
The 'To' mail field. This field is only available if you have checked the Mail checkbox. |
Yes |
|
Subject |
The 'Subject' mail field. This field is only available if you have checked the Mail checkbox. |
Yes |
In the Metadata view, you can filter by any metadata field from existing metadata groups:
- Click on
Add metadata group button.
- Choose one metadata group from the list.
- Choose a property from the list.
- Click
In almost all input and text area fields, you can use wildcards.
Control panel
The control panel at the top right corner has several features:
| Feature | Description |
|---|---|
|
Switch to Advanced mode checkbox |
When checked, the advanced search view is shown. |
|
Results compact view checkbox |
When checked, the results are shown in a compact table with minimal details. |
|
View metadata groups checkbox |
When checked, metadata groups associated with each node are shown in the results view. This option is only available when "Results compact view" is not checked. |
|
Save as user news checkbox |
When checked, if the user saves a search it will be set as a user news search. |
|
|
Once a search has been done, it can be saved for future sessions by entering a name that identifies it and clicking on the "Save search" button. Depending on whether the "Save as user news" checkbox is checked, it will be saved as a "stored search" or "user news". |
|
Page results lists |
Set the limit of nodes to be shown in the results list. |
|
|
Resets the search. |
|
|
Executes the search. |
|
Results |
Indicates the total number of results. |
|
|
Goes to the previous list. |
|
|
Goes to the next list. |
|
|
Downloads a CSV file with results. |
|
|
Downloads a ZIP file with results. |
Results
The Results panel at the bottom center shows a table of nodes (documents, folders, mails, and records) that are the result of querying the repository. The Results panel is shown in:
- Compact view ( a table with a single row for each node ).
- Full view ( a detailed description for each node ).
Stars indicate the relevance of the document found. This value is established by the search engine according to the search field and the results found. The list of documents found is ordered from most to least relevant.
When you right-click on the compact view, a contextual menu is shown with the options:
| Feature | Description |
|---|---|
|
|
Downloads the node. Only shown in document or mail nodes. |
|
|
Goes to the document location. Only shown in document nodes. |
|
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Goes to the folder location. Only shown in folder nodes. |
|
|
Goes to the mail location. Only shown in mail nodes. |
|
|
Goes to the record location. Only shown in record nodes. |
|
Previews the node. Only shown in document or mail nodes. |
In full view you see detailed information for each node and some features are also available:
| Feature | Description |
|---|---|
|
|
Downloads the node. Only shown in document or mail nodes. |
|
|
Shows notes. From this view you can manage the notes of the node. |
|
|
Previews the node. Only shown in document or mail nodes. |
|
|
Shows extra mail fields (cc, bcc, reply, extra fields). Only shown in document or mail nodes. |
