Searching content

The search page allows users to search for approved content and assets, depending on their permissions.

For day-to-day use (meaning most reader profiles), assets can be looked up using one of the search features. They can then be selected and downloaded by creating a download order.

Depending on the security configuration, the following mass edit actions can be performed:

Selection menu dropdown:

By selecting 'Download', a download order will be created. Users will be redirected automatically to the Download options page. For more information please refer to the chapter on the Download options page.


If you sort the search with a dynamic filter (for example Relevance), you might see duplicated assets appear in the search result. The search behaves this way because a brand new query is made every time you change a filter or navigate to another page (using infinite scroll or manually paging alike). If you sort by a static property (for example id), this should not occur.

Full text search and autocomplete

Full text search allows a user to perform a search on keywords, e.g. asset names or file content. The fields enabled for full-text search can be set on a project basis.


File content search is only supported in case of illustrator (.AI), Portable Document Format (PDF), PowerPoint (PPT), Word or Rich Text Format documents. Files should not exceed 2MB.

The autocomplete functionality allows Search to provide search suggestions as soon as only a part of the search name is entered.

As soon as 3 characters have been typed in the full textbox, autocomplete provides a list of possible matches (number of matches shown in UI is configurable).

Autocomplete functionality:

More search options (queried search)

The possible search options available in the queried search are predefined and are specified by the implementation.

Typically, the values available in the search options are part of a selection of asset properties. The corresponding operators depend on the selected search topic.

Search > More search options:

Possible operators are:

  • For numeric or string fields:

    • Equals
    • Starts with
    • Ends with
    • Contains
  • For date/time values:

    • Equals
    • Does not equal
    • Greater than
    • Less than
    • Between

For date/time values, a calendar is displayed in which the user can select a date value.

Calendar pop-up:

Boosting search results by relevancy

The sequence of results shown after typing in a search command can be influenced by adding importance to some properties over others (e.g. title, description, etc). This is done by the administrator in definition management.

Saved Selections

This functionality allows users to create, organize and share selections of assets with users within the system. Saved selections have also a collaborative character. When sharing a saved selection, a user can choose to grant read or edit rights to other users.

A saved selection can be seen as a search filter. However, a saved selection will return a static list of entities. ​When compared with a saved search, a saved search is dynamic, i.e. it will re-execute its filter criteria, and hence the result output can change over time


Security policies and permissions are still applied onto the assets of the saved selection in case a saved selection is shared amongst users.

A new saved selection can be launched in two manners:

  1. New saved selection button on the left sidebar.
  2. By selecting assets and creating a new collection in selection dropdown.

Content > Selection dropdown:

Save selection pop-up:

The new saved selection button can be used when users do not yet know what assets the saved selection will consist of. Users can thus subsequent add assets to the selection basket and select “Add to saved selection” in the selection drop down menu.

Selection dropdown > Add to saved selection:

The window will reflect a list of saved selections to which the user has edit rights to.

Add to saved selection:

Additionally, the saved selection creator has the ability to add collaborative users to their saved selection. Granting default view rights will give the assigned user saved selection visibility rights only however edit rights allow users to add and remove items from the saved selection.

Users can grant rights through the “Add users” pop-up in which saved selection sharing can be configured. Notice that sharing can be performed on a user or user group level while the delete action is only allowed by the creator of the saved selection.

Faceted search

Faceted search uses the taxonomy as configured for the current implementation.

The facet tree visible in Search is predefined and implementation-specific. It can be based on relations and / or entity definitions.

Search > Facets:

By selecting a Facet, the search criterion will be automatically updated to show only those facets that correspond to the selected facet value.

Search > Filters:

The facet tree will be updated automatically according to the search results and available child facets.

Search > Updated facet tree:

Saved searches

Filter criteria defined in a full text, queried or faceted search can be stored as a saved search.

Beneath the defined filters, pressing the Save Search button stores current search criteria.

Filters > Save search:

Enter a title to store saved criteria and press Save.

Search > Saved searches:

The search entry will be stored beneath the saved searches drop-down box. Next to each saved search, there is a button to view the URL, click on to generate the URL which can be passed to other users.

Depending on their security profile, they will be able to see the search results.

The More actions button offers further options:

  • Update:
  • Rename:
  • Delete:

Subscribe to Saved Searches

From the “My Saved Searches” page, it is possible to subscribe to saved searches. This functionality will trigger a notification email, which is send to the users’ email addresses, when the saved search result changes.

This change can be an update in number of returned search results or changes within any of the assets in scope of the saved search such as changes of metadata fields or new file uploads. We refer to the “My Saved Searches” page for more information.

Enable notifications

Users can enable notifications. Every change to their saved search performed by another user will send a notification email to the author’s email address


The content can be displayed in multiple ways:

  • Grid: This is the default view of displaying your content with a thumbnail and 1 or more fields displayed based on the selected template.

  • Table: Another option is to show the fields in a table view. This view displays multiple properties in different columns.

  • List: The List view provides multiple properties for one entity on the same line. Every entity has its own specific line.

  • Calendar: This view is specifically for entities that have a start and end data. It allows you to display the content with different timelines.

These views can be configured for and tailored to every Search component and its content. This configuration is further described in the Administration manual.

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