Searching
Simple search
At the top of the Fred Window you are able to type in any text you are looking for.
The search will look for the text in any metadata field and in the text of the document if it is text-searchable. The search will be restricted to the folder set in the breadcrumb and its subfolders.
The generic search will look for this value in:
Folder names
File names
Metadata fields
Document searchable content
Format
When selecting a metadata field, search will be restricted to this metadata field.
When selecting a “Full Text”, search will be restricted to searchable content.
Some simple rules to optimize the search result:
Blanks between words will provide the search result where both words appear
Use wildcards before and/or after the word (*health*) when you are looking for that text in a part of a metadata field, document, …
The search result will be presented in a separate tab as a list view and show all available field values of the selected columns. Again, you can select the column set you want to see and the list can be sorted by clicking on the column header.
Dropping an Alfresco Link or Fred link in the Search field
If you have received an Alfresco or Fred link to an object, you will be able to copy and paste it into the Search field. You will get the object in the search result.
Advanced search
The simple search can be extended to a more complex search. To add or
delete search criteria, click on
.
If you want to refine your search, you can add as many metadata fields
as you want. Click on the
to execute the search.
Facetted search
Where SOLR indexing has been activated on the Alfresco Server, one will get additional filtering functionality in the search result. On the left a list of facets and values of the search result will be presented.
The facets appearing in the left column are predefined by your organisation. Contact your IT team if you want to see extra fields appear in this list to optimize your search.
For each facet defined in the search pane, a list of values which appear in your search result and the number of records containing that value are presented.
Selecting one of the values will filter the search results to those documents containing the value. The facets pane will be updated to the new search result. The Facet fields and the number of records will be updated to those appearing in the filtered result.
In the example below, selecting Modifier VanBelle filters the search result to all documents modified by VanBelle and the facet values and the number of hits (Verslag from 21 to 19 hits) will be filtered to this content where VanBelle is the last modifier.
Selecting multiple facets, you can quickly narrow down the search result and find back the document you were looking for.
Filtering using facets.
AND, OR and () operators in text fields
In text fields, you can use OR, AND and () operators to make an advanced search on a specific field.
The behaviour in this field is as follows:
| Input user | Presentation after pushing Enter | Search result |
|---|---|---|
| Tom Jerry | Tom AND Jerry | Tom AND Jerry |
| Tom OR Jerry | Tom OR Jerry | Tom OR Jerry |
| “Tom and Jerry” | “Tom and Jerry” | “Tom and Jerry” |
| Tom Jerry OR Goofy AND “Donald Duck” | Tom AND Jerry OR Goofy AND “Donald Duck” | ((Tom AND Jerry) OR Goofy) AND “Donald Duck” (Tom AND Jerry) AND “Donald Duck” Goofy AND “Donald Duck” |
| Tom Jerry OR (Goofy AND “Donald Duck”) | Tom AND Jerry OR (Goofy AND “Donald Duck”) | (Tom AND Jerry) OR (Goofy AND “Donald Duck”) Tom AND Jerry Goofy AND “Donald Duck” |
Messages in search result (Enhanced)
The administrator can limited the search results on the Alfresco server. In case limits are triggered during the specific search action launched by the user, Fred will display a message that additional search results might be available.
One can limit the time during which the search is executed and the number of results that are evaluated against access rights. If one of these limits set are met, search is stopped and the current result is evaluated against access rights and presented as the final search result.
A message is displays with an indication on how to proceed to get a better search result.
While executing a result, Fred is displaying multiple messages:
At the left bottom:
While searching
When result is found
In the search tab:
While searching
When the result is found
When you launch a new search while the previous search is still running:
You will get a warning message
If you confirm, then the running search will not be cancelled on the server but the result will not be presented in Fred. Instead Fred will present the result of the new search.
Search in a part of the tree structure (Enhanced)
If you want to limit your search to a part of the repository, you can set the folder, in which you want to search. The search will be limited to the folder and its subfolders.
You can also select the Favourites folders as a location.
Saved Search (Enhanced)
It is possible to save your current search by clicking on the star icon next to the search tab, usually in the upper right corner of the User Interface. Doing so, you can easily perform your search again in the future.
Preview your search
When you select a document displayed in the result list of a search, the meta-data is shown directly in the meta-data pane as well as a preview of the selected file.
Filter on columns
You can filter on the value in the column. You can add multiple values per column and you can put filters in different columns. The filter is set by selecting the value(s) and clicking “Add Filter”.
The filter value is removed by clicking the value in the list of Active filters.
Grouping on metadata values
You can group the search results on the values in one metadata field. Right click on the column header and select “Group by”.
Remove the grouping by deselecting the metadata field in the list.
Open file location
The search result is shown in a list view. Many of the file commands are available in the search pane.
Clicking “Open File Location” will show you the folder or file selected in the tree structure. This will allow you for example to find back the folder in which you have put a file and add a new file to the same folder.
