Private/Public Saved Searches

Transcription

1 Private/Public Saved Searches Learning Objectives In this Job Aid, you will learn how to: 1 Save a private/public search page 3 2 Save a search template page 5 3 Access private and public saved searches page 8 4 View saved results of private/public page 9 saved searches 5 Run private and public saved searches page 10 6 Edit private and public saved searches page 11 7 Save a public saved search as a private page 13 saved search 8 Delete a private/public saved search page 16 Last updated: May 11, 2012

2 Overview Saving searches is a quick way to access frequently referenced content. You may keep your saved searches private or share them with other users. Security Info You need BROWSE permission to search. 2

3 1 Save a Private/Public Search 1 To save a private/public search after search results are returned, click the icon at the top of the Search Results screen. 2 The Save Your Search screen appears. Type a name for the search in the Name text box. 3 Type a description of the search in the Description text box

4 4 Select the Include Results option to display the results without having to run the search again. 5 Select the Make Public option to allow other users to access the saved search. 6 Click the button The Successfully saved search criteria as: (name of search) confirmation message displays in the Status bar. Quick Tip Select the Saved Searches node in the Navigation pane to view and access the saved search. 4

5 2 Save a Search Template 1 Search templates are used to create predefined searches that have some fixed values and other values that you can define. To save a search template after search results are returned, click the icon at the top of the Search Results screen. 2 The Save Search Template screen appears. Type a name for the search in the Name text box. 3 Type a description of the search in the Description text box

6 4 Select the Make this search available to others option to allow other users to access the saved template. 5 In the Select Input area, select a value from the Fixed values list box, and then click the right arrow icon to add it to the Input fields list box. Note You must select at least one input value. 6 Click the button NOTES To remove a value, select a value from the Input fields list, and then click the left arrow icon. Repeat to remove other values. To sort the order in which values appear in the content pane, select a value in the Input values, and then click the up arrow icon or down arrow icon. 6

7 7 The Successfully created a search template as: (name of template) confirmation message displays in the Status bar. Quick Tip Select the Saved Searches node in the Navigation pane to view and access the saved template. 7

8 3 Access Private/Public Saved Searches Saved searches, both private and public, are stored in the Saved Searches node in the Navigation pane. 1 To access private and public saved searches, click the Saved Searches node in the Navigation pane. 2 The results default to the saved search templates. To access your private saved searches, click the Saved Searches link at the top of the Saved Searches screen. NOTES A Public saved search to any user. A Private saved search accessible to you. indicates a saved search accessible icon indicates a saved search only 8

9 4 View Private or Public Saved Search Results 1 To see the results of a saved search without re-running it, click the Saved Searches node in the Navigation pane. 2 Select a search, and then right-click, or press Control (CTRL) and click. Then, select View Saved Results. More Info Even if users have the NONE permission on the content in a Public Search, they will still be able to view the metadata in the search results. Shortcut Double-click the saved search. 3 The search results display on the Search Results screen. Quick Tip To see newly imported content that meets the criteria of the saved search, you must select the search, right-click, and then select Run Search. NOTE A View Saved Results search is static. If new content has been imported into Documentum since the saved search was created, it will not be reflected in the search results. 9

10 5 Run a Private/Public Saved Search 1 Click the Saved Searches node in the Navigation pane. 2 Select the search. Click the FILE menu, and then select Open (Read Only). More Info Even if users have the NONE permission on the content in a Public Search, they will still be able to view the metadata in the search results. 3 The search results display on the Search Results screen. Shortcuts Right-click, or press Control (CTRL) and click, and then select Run Search. Press V on your keyboard. Double-click the saved search. 10

11 6 Edit a Private/Public Saved Search You have several options for working with saved searches, including editing. When you edit a saved search, you modify the search parameters. You can re-save edited searches for reuse. 1 Click the Saved Searches node in the Navigation pane. 2 Select a search, right-click, and then select Edit. Shortcut Press E on your keyboard. 3 The Advanced Search screen appears. Modify your search parameters. Click the button. 11

12 4 The search results display on the Search Results screen. Click the icon to save your modified search. 5 The Save Your Search screen appears. Click the button to overwrite your existing search. Alternatively, rename the search in the Name text box and click the button. 12

13 7 Save a Public Saved Search as a Private Saved Search If you have found a public search that is useful, you can edit it and save it as your own. 1 Click the Saved Searches node, and then select All Saved Searches from the drop-down menu. 2 Right-click, or press Control (CTRL) and click, on the public search and then select Edit. 13

14 3 At the Advanced Search screen, further modify the search options and properties, as necessary. Click the button. 4 When the search results appear in the Content pane, click the button. 14

15 5 Type a name for your search in the Name text box. Do not select the Make Public check box. 6 Click the button. 7 The saved search now appears in your Saved Searches node. 15

16 8 Delete Private/Public Saved Searches 1 To delete private/public saved searches, click the Saved Searches node in the Navigation pane. 2 Select the search. Click the FILE menu, and then select Delete. Shortcuts Right-click, or press Control (CTRL) and click, and then select Delete. Press Delete on your keyboard. NOTE You can only delete a public search that you created. 3 The Delete screen appears. The Selected Version option is selected by default. Select the All Versions option to delete all versions of the saved search. Click the button. 16

17 4 The (name of search) deleted successfully confirmation message displays in the Status bar. 17