What is the file search functionality?
The Asset Library has a robust file search functionality that allows users to filter and search for files based on free text strings and filters. This functionality will allow users to narrow down their search criteria to be able to find files faster and with more accuracy.
Users will be able to select metadata and custom fields they would like to filter their search by. The selection will be saved on the user’s browser as a cookie and will persist until the browser’s cache is cleared. If launching BLUE for the first time, or if the cache has been cleared, filters will be set to the default set of filters configured for the site. By default, the system will have Type, Status, and Extension.
Additionally, when filtering by a single file Type with or without the combination of other filters and/or free text, the user will be able to export the contents of the resultset, with attribute information, to a Microsoft Excel file.
Who can use these file search options?
Users who have access to the Asset Library will be able to search for the files they have permissions to access using the filters and the search box to narrow down their search, as well as the ability to export the search results to Excel.
Exploring file search
Navigating to file search
1. Click on the menu icon on the top left corner and navigate to the Asset Library
2. Select search option if not already selected.
Searching with free text
1. To use the free text search type in your text in the search box
Selecting filter fields
1. To filter by metadata and custom files click on the Edit link in the left search filter to add or remove metadata and custom fields that you would like to filter by.
2. Click in the pop-up window and start typing the name of the field you would like to add or select one from the drop-down list that shows up once you have clicked in the box.
Option 1: Type in partial name to search, or type the complete name and hit enter to add the field.
Option 2: Click in the box and scroll down the list to find the field you would like to add and click on it to add it.
3. To remove a field from the list click on the “x” icon at the right of the field name.
4. To remove all selected fields click at the “x” at the far right next to all selected fields.
5. Once done click on the “Save” button at the bottom of the pop-up window.
6. The list of the fields on the filtering pane on the left will update and you will see the new fields added and the removed fields no longer listed.
Searching with filter values
1. You may expand the list of values of a specific filter by clicking the “More…” link at the end of the list.
2. You may close an expanded list by clicking on the “Less… “ link at the end of the list.
3. Click on the values you would like to filter by. Filters will show on the top of the page next to the search box.
a. Selecting single value per field from multiple fields will return results that have all selected values, which is known as “AND” search
b. Selecting multiple values from the same field will return results for both values, which is known as “OR” search
c. Selecting multiple values from the same field and selecting while selecting values from multiple fields at the same time will return results that have at least one selected value per field
4. Clicking at the “x” next to a specific value will remove the value from the filtered search.
5. Clicking the “Clear All” link next to the filter criteria will remove all selected values.
Sorting results
1. Clicking the name of the column on the header will sort the results by that column in ascending order. Clicking the name again will sort the results in descending order.
2. Sortable columns are:
Name
Date Added
Type
Status
Exporting results to Excel
1. To export the results to Excel, you will need to have exactly one file type in the search results. Not having a file type selected or having multiple file types selected, will not allow you to export to Excel.
2. Once a single file type is selected the “Export to Excel” button becomes active.
3. Click on the “Export to Excel” button to download your search results in an Excel file.
4. Follow the download instructions on your screen to save the file to your computer or open it with your preferred application.