Searching files with filters
  • 03 Feb 2022
  • 3 Minutes to read
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Searching files with filters

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When there are thousands of files and folders on the Document360 Drive, the easiest way to retrieve a file is to use the search functionality.

Click on the search icon at the top. Type in the file name, and as you type the results are narrowed down. This is easy if you know and remember the file name.

If you don’t, you can type in keywords related to the file that can be found either in the Name, Meta title, or Alt text to retrieve your file.


Search filters

Let’s say you have a vague idea of the file you are looking for, but do not exactly remember any keyword particulars.

31_Screenshot-File_search_filters_in_drive

Don’t worry; you can make use of the different search filter options available.

  1. Click on the Drive main menu
  2. On the overview page, click on the Search option at the top-right
  3. A search bar with all the filters would appear
  4. Type in the search keyword to view the file results
  5. If no filter is selected, the search is performed on all the files available
  6. To add filters, select the dropdown and check the filters you require

For example, you want to filter the files updated in the last four days)

  1. Select the filter option and click on the Apply button

  2. Here is a brief look into the filter options available

    • You can filter files based on the Updated date using time frames such as 7 days, 30 days, 3 months, and 1 year or you can select specific dates to search from
    • You can filter by the Updated by specific project team member or account data. Most of the time, an article/category page is bound to have multiple contributors working on different roles in the project and, the Drive is common to the project. You can select one or more contributors in the search filter

Clear/Reset filters

Clearing or resetting the search filter is easy. Just click on the x at the far-right in the search filter option bar.

32_Screenshot-Clear_search_filter_in_drive_page_option_1

If the search filter did not return any file result, an option is provided to reset the filter and try again. Click on the Remove filter(s) to see your item(s) below the page graphics.

33_Screenshot-Clear_search_filter_in_drive_page_option_2


Folder specific search

When users perform a search on the search bar in the Drive, the search reach is limited to the files in the folder or subfolder that is open now.

For example, If the user is currently inside a folder called 'Updated images' and uses the search bar to search for a keyword 'Installation'. Then all the files in that 'Updated images' folder are searched and, the relevant search results are listed.

How can I perform a search across all the files on Drive?

File search for the entire knowledge base can be done using the Search option in the left pane of the portal. For more information on this option, see Full portal search

(or)

File search for the entire knowledge base can be done using the search bar from two locations on the Drive:

  • All content
  • My Drive

Search bar availablility

The folder specific search functionality in Drive is available across the following instances:

  • Inside individual folders/subfolders
  • Recent
  • Starred
  • Recycle bin
  • All content
  • My Drive
  • When accessing Drive from the documentation editor

Search in attachments

You can perform a keyword search for the content inside PDF files on the Drive. This comes in handy when a particular file needs to be chosen, but the file name does not clearly state the search keyword.

Earlier the same operation would involve manually downloading the PDF, opening it in a viewer, and searching for the keyword.

Where can I access the search in PDF attachments?

This functionality can be used in the Drive menu pages and also when accessing Drive through the Insert file from the documentation editor.

34_Screenshot-Accessing_drive_from_documentation_editor_Insert_file


File indexing for content search

  • Only PDF files are applicable for file content search
  • The PDF files should be less than or equal to 10 MB in size
  • Currently, the cap for PDF files applicable for file content search is set at 1 GB. Post the limit, new PDF files would not be indexed for file content search
  • PDF files indexed for file content search can be identified by the 'File content search icon' right next to the file name on the Drive

1_Screenshot-Search_in_attachments_Drive_indexed_PDFs

File indexing for search

Document360 indexes all the files uploaded on the Drive for file keyword search using the file name, title, alt text, file format, or tags. However, searching for keywords inside the file content is available only for PDF files that meet the above-mentioned criteria.


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