Search Profile Management Interface

The search profile management interface consists of

Apply Data Button

  • applies the data without closing the "Search Profile Management" window.

Save Button

  • saves the search profile and closes the "Search Profile Management" window.

Cancel Button

  • prompts the user to save or discard the changes and then closes the "Search Profile Management" window.

Maximize the "Search Profile Management" window. The selection fields will automatically become wider, and the text in the selection lists will be fully displayed.

"Available Search Profiles" Section

Here you can select, create, edit, and delete search profiles.

Button (Add New Search Profile)

opens the "Create New Search Profile" window.

Button (Edit Search Profile)

opens the "Rename Search Profile" window, where you can change the name of the selected search profile.

Button (Delete Search Profile)

deletes the selected search profile.

"Available Search Profiles" List

Selection field: Here you can select a search profile to edit or delete. Details of the selected search profile are displayed in the tabs.

The "Display Levels" Tab

Here you can set the display levels for the search profile selected in the "Available Search Profiles" section.

The "Display Levels" tab contains

  • Name of the search profile

  • a display of all existing levels

    Here, all existing levels of the search profile and the metadata chosen as sorting criteria for each level are displayed.

  • and the following buttons.

Button (Add Level) / Button (Edit Level)

opens the "Select Levels" window

"Select Levels" Window

The "Select Levels" window contains the following elements.

Level shows (Radio buttons)

  • "File/Folder Type": Select this option to set the topic (file or folder type) as a display level. The selection fields will be hidden.

  • "Field": Select this option to set file and folder data, tasks, or document data as a display level. The selection fields will be shown.

(Left Selection Field)

  • "File and Folder Data": provides the available file and folder data for the right selection field.

  • "Tasks": provides the available metadata for tasks for the right selection field.

  • "Document Data": provides the available document data for the right selection field.

(Right Selection Field)

Select a value from the drop-down list to use it as a display level. The available options depend on the setting in the left selection field:

  • Metadata of a file or folder
  • Metadata of a task
  • Metadata of a document

OK Button

adds the selected value as a display level.

Cancel Button

closes the window and discards all entries.

Button (Remove Level)

deletes the level before the button without further confirmation.

The "Conditions" Tab

Here you can set filters and sorting for the search profile selected in the "Available Search Profiles" section.

The "Conditions" tab contains the sections

  • "Search By"

    Here you can filter by file or folder types and unassigned documents. Check the boxes in front of the labels to set a filter.

  • "Sort By"

    This section has been disabled.

  • "Filter Conditions" (below the aforementioned sections)

    Here you can set criteria that the documents in the search results must meet.

"Filter Conditions" Section

Once the first filter condition has been added as a form with the Button (Add Condition), more buttons, drop-down menus, and input options will appear. Additional buttons appear by pressing certain buttons (see below).

Below are all selection, input fields, and buttons described. The And / Or Buttons are only displayed when more than one condition is defined.

Button (Delete Condition)

deletes the current row with the filter condition.

Button (Set Bracket)

Click this button to open a bracket. Click the button again

Button (Remove Bracket), to remove the bracket.

(First Selection Field)

Indicates the source of the index data. Possible values are:

  • "File and Folder Data"
  • "Document Data"
  • "Tasks"
  • "SQL"
  • "Full Text".

(Second Selection Field)

Depending on the first selection field, the metadata for the object chosen in the first field is listed.

For example, if the condition "Document Data" is set in the first selection field, you can set "Document Data.Document Class" here.

(Third Selection Field)

Drop-down menu for comparison operators

(Input Field)

You can enter a value here. The value must match the objects selected in the dropdown fields. Invalid values will trigger an error message when you leave the field.

Button (Set Bracket)

Click the button to close a bracket. Click again on the

Button (Remove Bracket) to remove the bracket.

Button And or Button Or

You can connect more than one filter condition with And or Or. Click the And button or the Or button to switch between AND and OR connections.

Button (Add Condition)

adds a new condition.

Fields from files and fields from folders cannot be used as conditions at the same time. This will result in an error message when performing a quick search.

Whether the conditions are connected with AND or OR does not matter.

Examples:

Here are some examples of combinations that should not be used simultaneously in a quick search:

  • General file data and general folder data
  • Using File.Name and Folder.FolderName as conditions in a search profile at the same time will result in a loading error.
  • General folder data and topic-specific file data
  • Using Folder.FolderName and Winsolvenz p4.Administrator as conditions in a search profile at the same time will result in a loading error.
  • General file data and topic-specific folder data
  • Using File.Name and KnowledgeBase.Note as conditions in a search profile at the same time will result in a loading error.
  • Topic-specific file data from different file types.
  • Using LawyerFile.Lawyer and Winsolvenz p4.Administrator as conditions in a search profile at the same time does not result in an error message. However, the search result is always empty.

The program does not check whether a combination of search fields, comparison operators, and input and dropdown fields for comparison values makes sense.

If only a dropdown field with existing values is offered as a comparison value, all comparison operators are still offered.

If a different comparison operator is selected, the type of input field for the comparison value does not change.

Matching Brackets

Position the mouse pointer over a bracket. Do not click the mouse buttons.

Matching brackets are displayed in green.

Detecting Incorrectly Placed Brackets

A warning message is displayed on the "Conditions" tab if brackets are placed incorrectly.

To detect incorrectly placed brackets, follow these steps:

Position the mouse pointer over each bracket in turn. Do not click the mouse buttons.

Matching brackets are displayed in green.

Incorrectly placed brackets are displayed in red.

The check can only determine if a bracket has a matching bracket. It cannot determine if the brackets enclose the conditions you want. In the example, the bracket marked as incorrect is the desired one. The closing bracket in the previous line must be removed.

When you click the Save Button or the Apply Data Button, you will receive a notice about incorrect filter conditions.

The "Access Rights" Tab

Here you can set the access rights for the search profile marked in the "Available Search Profiles" section.

On the "Access Rights" tab, the user's access right to the search profile is displayed at the top left: as an icon with a label. Next to it is the name of the current search profile.

Users/Groups

Here you can mark users and groups to whom you want to grant access rights. Make a selection in the rights option fields and use the Button > (Add Selected).

Rights (Option Fields)

  • "Read Access": Activate the option field to grant the Read access right. The user can use the search profile.

  • "Write Access": Activate the option field to grant the Change access right. The user can change display levels and conditions.

  • "Full Access": Activate the option field to grant the Full Access right. The user can change display levels, conditions, and access rights.

    After activating one of the option fields, use one of the buttons below it.

Button > (Add Selected)

adds all marked users and groups from the "Users/Groups" section with the access right selected in the Rights section to the Authorized dropdown field

Button < (Remove Selected)

removes all marked users and groups from the "Authorized" section and displays them in the Users/Groups dropdown field

Undo Button

Click the button to reset all unsaved changes.

Authorized

Here you can select users and groups whose access rights you want to change or revoke. If necessary, make a selection in the rights option fields and use the Button < (Remove Selected).

Note

The access rights granted here can be overridden by group access rights.

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