The "Quick Search" window includes
- the "Available Quick Searches" section,
- the "Search Fields" tab,
- the "Conditions" tab,
- the "Access Rights" tab
- and the following buttons (at the bottom of the window).
Apply Data Button
applies the data without closing the "Quick Search" window.
Save Button
saves the quick search and closes the "Quick Search" window.
Cancel Button
prompts you to save or discard unsaved changes and then closes the "Quick Search" window.
"Available Quick Searches" Section
Here you can select, create, edit, and delete quick searches.
Use the filter input field to reduce the number of listed quick searches.
Button (Add New Quick Search)
creates a new quick search and opens the "Quick Search" window
"Quick Search" Window
The "Quick Search" window has the following interface:
Please enter the name of the quick search
You can enter a name for the quick search in the input field.
Save Button
applies the data and closes the window.
Cancel Button
discards all entries and closes the window.
Button (Edit Quick Search)
The selected quick search can be renamed and opens the "Quick Search" window.
"Quick Search" Window
The "Quick Search" window has the following interface:
Please enter the name of the quick search
You can enter a name for the quick search in the input field.
Save Button
applies the data and closes the window.
Cancel Button
discards all entries and closes the window.
Button (Delete Quick Search)
deletes the selected quick search after a security prompt.
Filter
Here you can specifically filter for quick searches. The search result is displayed in the selection list.
Available Quick Searches
In this selection field, you can mark quick searches. Details about the selected quick search are displayed in the "Search Fields" and "Conditions" tabs.
The filter searches in the "Name" and "Created by" fields and shows all quick searches where at least one value in the search fields starts with the string entered in the filter input field.
"Search Fields" Tab
Here you can specify which search fields are evaluated for the quick search and displayed in the quick search bar.
The "Search Fields" tab contains a (initially empty) list "Fields to be used for quick search:" with dependent selection fields and the following buttons:
Button (Add)
This button adds another search field for the quick search.
(First Selection Field)
indicates the source of the metadata. Possible values are:
- "File and Folder Data"
- "Tasks"
- "Document Data"
- "Full Text".
(Second Selection Field)
Depending on the first selection field, the metadata for the object chosen in the first field is listed.
Button (Remove Quick Search Field)
This button removes the search field in the same row from the quick search.
Note
Fields from files and fields from folders cannot be used simultaneously in a quick search. This will result in an error message when executing the quick search.
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.Description and Folder.FolderName simultaneously in a quick search results in an error message.
- General folder data and topic-specific file data
- Using Folder.FolderName and Winsolvenz p4.Administrator simultaneously in a quick search results in an error message.
- General file data and topic-specific folder data
- Using File.Description and KnowledgeBase.Note simultaneously in a quick search results in an error message.
- Topic-specific file data from different file types.
- Using LawyerFile.Lawyer and Winsolvenz p4.Administrator simultaneously in a quick search does not result in an error message. However, the search result is always empty.
"Conditions" Tab
Here you can set filters and sorting for the quick search results.
The "Conditions" tab contains the sections
"Search for" Here you can filter by file or folder types and unassigned documents. Check or uncheck the box in front of the label to set a filter.
"Sort by" This function is disabled. Here you can set the sorting for the documents in the search results. The button (Create or Change Sorting) opens the "Sorting" window.
"Filter Conditions" Here you can set criteria that the documents in the search results must meet.
and the following buttons.
Button (Add Condition)
With this button, you can create a new filter condition.
Button (Remove Condition)
deletes the current row with the filter condition.
Button (Add Bracket) or
Button (Remove Bracket)
Click this button to open a bracket. Click the button again to remove the bracket.
(First Dropdown)
Indicates the source of the metadata. Possible values are:
- "File and Folder Data"
- "Tasks"
- "Document Data"
- "SQL"
- "Full Text".
(Second Dropdown)
Depending on the (first dropdown), the metadata for the object selected in the first field will be listed.
(Third Dropdown)
Comparison operators; possible values are:
- "contains"
- "is equal to"
- "is greater than"
- "is greater than or equal to"
- "is less than"
- "is less than or equal to"
- "is not equal to".
(Input Field)
You can enter a value here. The value must match the objects selected in the dropdowns. Invalid values will generate an error message when leaving the field.
Button (Add Bracket) or
Button (Remove Bracket)
Click this button to close a bracket. Click this button again 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 Or Button to switch between AND and OR connections.
Button (Add Condition)
Adds a new condition.
Matching Brackets
Hover the mouse pointer over a bracket. Do not click the mouse buttons.
Identify Incorrectly Placed Brackets
A warning message will appear on the "Conditions" tab if brackets are placed incorrectly.
To identify incorrectly placed brackets, follow these steps:
Hover the mouse pointer over each bracket in turn. Do not click the mouse buttons.
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 bracket. The closing bracket in the previous line must be removed.
When clicking the Save Button or the Apply Data Button, you will receive a notification about incorrectly placed brackets.
Access Rights Tab
Access rights for quick searches determine which users and groups can use a quick search. Users or groups with one of the access rights Full Access, Write Access, or Read Access can use the marked quick search in STP Documents. Users or groups not listed cannot use the marked quick search.
The "Access Rights" tab shows the user's access right to the quick search at the top left: as an icon with a label. Next to it appears the name of the current quick search.
Users/Groups
Here you can select 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": Check the option field to grant the Read access right. The user can use the search profile.
"Write Access": Check the option field to grant the Change access right. The user can change filter conditions.
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"Full Access": Check the option field to grant the Full Access right. The user can change filter conditions and access rights.
After activating one of the option fields, use one of the buttons below.
Button > (Add Selected)
Adds all selected users and groups from the Users/Groups dropdown with the access right chosen in the Rights section to the Authorized dropdown.
Button < (Remove Selected)
Removes all selected users and groups from the Authorized dropdown and displays them in the Users/Groups dropdown.
Button Undo Changes
Click this 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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