Search files in a CMS

Basic search

Basic search searches on the name of the file. To perform a basic search:

1. In the Repository Manager, select the repository.

2. Enter the search term in the search field and click the search icon.

The results are displayed in the search results window.

Advanced search in Microsoft SharePoint or DitaExchange

To perform an advanced search on a Microsoft SharePoint or DitaExchange repository:

1. In the Repository Manager, select the repository.

2. Click the advanced search icon. The advanced search window is displayed as follows:

   Figure 1. Microsoft SharePoint Advanced Search window
   

   

   
   

3. Enter the search term in the search pane.

4. The condition builder allows you to perform complex searches by combining two or more search criteria.

   1. Build a criteria by selecting the property (for example, Created By), the relevant condition (for example, =), and specify a value (for example, Jones).

      Click Add.

   2. Build another criteria by selecting the operator (AND or OR), the property (for example, File Type), the desired condition (for example, =), and specify a value (for example PDF).

5. Click Search.

Search results are displayed based on the specified search criteria. In this example, the PDF files created by Jones are displayed.

Filter files by attributes in DitaExchange

The DitaExchange connector allows you to filter the files in the Browse File(s) and File Open dialog. You can filter the files in these dialogs by any of the available file attributes. For example, you can filter the files by file type or by the author. In a large list of files, this can narrow down the list and make it much easier to find the file or files you are looking for.

1. In the Repository Manager, right-click on a list or folder and select Browse File(s).

2. The Browse File(s) dialogs displays the list of files in the selected list or folder.

   For each file, the list also displays all the associated attributes mentioned in the View.

   Important: In DitaExchange, if you update the attributes associated with a file on the DitaExchange server, the attributes are dynamically updated in the Browse File(s) or File Open dialogs. This behavior is specific to DitaExchange.

3. To filter the list of files by a specific attribute, hover the mouse pointer over the attribute title.

   A pop-up arrow is displayed to the right of the title name.

4. Click the pop-up arrow.

   The Filter – <Attribute name> dialog is displayed.

5. To define a filter for the files in the Browse File(s) dialog, do one of the following:

   • Use the checkboxes to the left of the entires in the list. For example, in the above dialog, you can choose to filter the list to display only files modified by the administrator by unchecking the other two options.

   • Filter the list by the text entered in the text box. For example, type ad to filter the list by entries that contain the text ad.

6. Click OK.

   The list of files is filtered by the conditions that you have set in the Filter dialog.

   Note that in the Browse File(s) dialog, an asterisk appears to the right of the attribute title on which the filter is applied.

   Important: The filter applied on a specific list or folder is retained for the current DitaExchange session. This implies that if you later open the Browse File(s) dialog for the specific list or folder, the file list will be filtered by the conditions that you previously applied.

You can clear the filters that you have applied in the Browse File(s) dialog at two levels:

• Filters applied to a specific attribute

• Filters applied to all attributes

1. In the Repository Manager, right-click on a list or folder and select Browse Fils(s).

   In the Browse File(s) dialog, notice the asterisk that appears to the right of some of the attribute titles. This is provided by the connector as an indicator for the attributes on which filter are applied.

2. To clear the filter on a specific attribute, hover the mouse pointer over the attribute title and click the pop-up arrow.

3. In the Filter – <Attribute name> dialog, click Clear Filter.

4. The filter is cleared from the file list in the Browse File(s) dialog.

   Also notice the asterisk is not displayed to the right of the attribute title.

5. To clear the filter applied to all attributes, in the Browse File(s) dialog, click Clear All Filters.

Advanced search in Documentum

To perform an advanced search on a Documentum repository:

1. In the Repository Manager, select the repository.

2. Click the Advanced Search icon. The Advanced Search dialog is displayed.

3. Enter the search term.

4. Select the location, file type, date, and file size values as required.

5. The condition builder allows you to perform complex searches by combining two or more search criteria.

   Build a criteria by selecting the property (for example, Title) and the condition (for example, begins with), and specify a keyword (for example, Troubleshooting). Click Add.

   Build another criteria by selecting the operator (AND or OR), property (for example Modified By), condition (for example, begins with), and specify a keyword (for example, “Daniel”).

6. Click Search.

Search results are displayed based on the specified criteria. In this example, elements that have their titles beginning with Troubleshooting and are modified by users that have their names beginning with “Daniel” are displayed.