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

The 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 provides search suggestions as soon as only a part of the search name is entered.

As soon as three characters have been typed in the full-text box, autocomplete provides a list of possible matches (the number of matches shown in the 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 where the user can select a date value is displayed.

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 also have a collaborative character. The user can choose to grant read or edit rights to other users when sharing a saved selection.

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 to the assets in the saved selection in case the selection is shared amongst users.

A new saved selection can be launched in two manners:

  1. By clicking on the New saved selection button in the left sidebar.

  2. By selecting assets and adding them to a new or an existing saved selection via the Add to saved selection button.

New selection

The New selection modal window allows users to create a new selection by providing a name and a list of users and user groups with whom the selection will be shared.

The new saved selection button can be used, for example, when users do not know which assets will be added to the saved selection. Users can thus add assets to the selection basket and select “Add to saved selection” in the selection menu operations.

Additionally, the creator can add collaborative users to their saved selections. Granting default view rights will give the assigned user read rights only. On the other hand, 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. Sharing can be performed by the assigned users or user groups, while the delete action can only be performed by the creator of the saved selection.

Add to saved selection

The Add to saved selection operation allows users to add selected assets to one or more existing saved selections, or a new saved selection. The operation is available in the selection menu:

Clicking on the operation opens the Add to saved selection modal window. Users can choose one or more existing saved selections to add the assets to, or they can create a new saved selection by clicking on New selection.

Faceted search

Faceted search uses related taxonomies to apply search filters in the search page. The facet tree visible in the Search page is based on relations and entity definitions and can be configured in the search component of the page.

Search > Facets:


For more information about configuring facets in the search component, please see Configuring facets.

Clicking on a facet value will directly update the search filter only to show the entities having that specific facet value. Users can clear the faceted search by clearing the search filter. For horizontal facets, users can also clear the search filter by directly removing the horizontal facet values available below the full-text search bar.

Search > Filters:


Users can configure vertical facets to allow selecting multiple values at once. All the selected values will be applied to the search filter.

Users can drill down the facet tree by clicking on the arrow next to any facet value, which opens a modal window providing a full-text search capability and hierarchical browsing of all the values of the selected facet (e.g. Asset media).

Users can further drill down the hierarchical facet values by clicking on the arrows inside the modal window (e.g. Audio).

For facets with a long list of possible values, users can browse all the values by clicking on the Show more button.

Saved searches

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

Below the defined filters, clicking on the Save search button stores the 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 dropdown 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: Updates the saved search by refreshing the search results.
  • Turn on notifications: When enabled, the user will receive a notification each time the saved search results change.
  • Turn off notifications: When enabled, the user will no longer receive notifications when the saved search results change.
  • Edit: Edit the saved search properties
  • Make public: Makes the private saved search public.
  • Make private: Makes the public saved search private.
  • Set as my default: Sets the saved search as a default search.
  • Remove as my default: When enabled, the saved search is no longer a default search.
  • Share: Shares the saved search by providing a direct link to the search.
  • Delete: Deletes the saved search.

For more information about default saved searches and their operations, please see Default saved searches.

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 sent to the users’ email addresses when the saved search result changes.

This change can be an update in the number of returned search results or changes within any of the assets in the scope of the saved search, such as changes in 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 search results in a search page (e.g. Assets) can be displayed in multiple ways:

  • Grid: This is the default view of displaying search results with a thumbnail and one or more fields displayed based on the selected template. This output mode has several variants:

    • Default:

    • Image left data right:

    • Image right data left:

    • Grid content on top of image:

    • Grid image top wide:

    • Grid data top bottom:

    • Content:

    • Compact:

  • Inline preview: Previously known as fly-out view, this output mode comes as a complementary option that enables users to view entity details without leaving the search page or losing the search progress. This output mode has several variants:

    • Default:

    • Content:

    • Drawer:

    • Drawer (content):

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

    • Default:

    • Table (no image):

  • List: The list view provides multiple properties for each entity on the same line. Every entity has its own specific line. This output mode has two variants:

    • Default:

    • Card:

  • Calendar: This view is specifically for entities that have a start and end data (e.g. projects). It allows you to display their content with different timelines. This output mode has two variants:

    • Default:

    • Content:

  • Pivot table: This view allows users to show search results in the form of a statistics chart that summarizes the data and provides insightful aggregations (e.g average, count, sum).

  • Chart: This view allows users to show search results as a multi-dimensional chart with various aggregation operations and drill-down types. The following sample chart shows the count of assets per asset media.

These views can be configured for and tailored to every search component and its content. For more information about the output modes, please see Search component output section.

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