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Using Custom Searches in Content Station Aurora

 

Using Custom Searches in Content Station Aurora

Info: This feature requires Content Station 11.3 or higher.

A Custom Search is one of the ways of searching for files in Content Station. It allows you to store a set of search criteria for repeated use. This way, you can quickly run the search without having to enter the criteria each time.

It works by defining the search criteria once, saving them as a Custom Search and then using that custom search whenever you need it.

Setting up a Custom Search

In the following example, a Custom Search is set up for a search that you might perform regularly: finding the articles that you have been working on over the last 7 days.

content-station-11.3-custom-search-recenty-modified-articles.png

Note: This example uses a custom list of search criteria. For more information, see Customizing the Add Criteria list of a Custom Search in Smart Connection 9 and Content Station 9.)

Step 1. Open the list in the Search box and choose Add Custom Search... .

The Add Custom Search option

The Add Custom Search window appears.

No custom searches yet message

Step 2. Enter a descriptive name. We used 'Recently modified articles'.

Step 3. The first step is to select one or more Brands.

A note about choosing values

For lists in which you have to choose a value, you can find a value by typing any part of the name. Use Shift, Cmd or Ctrl to make multiple selections. Remove a value by using Backspace or by clicking the x in the tag.

As soon as you have entered a value by selecting one or more Brands, the next filter appears. Here we want to define that we are looking for articles only.

Step 4. Set the filter by using the following criteria:

  • Filter: Type
  • Operator: Is
  • Value: Article

Next, we want to define that we are looking for files that have been modified in the last 7 days.

Step 5. Set the next filter by using the following criteria:

  • Filter: Modified on
  • Operator: Within Last
  • Values: 7 days

Step 6. Click Save.

The search is performed and the results are displayed.

Any time you want to run the Custom Search, you can click it in the list in the Search box.

A Custom Search added to the list

Conditions and criteria

To make sure that the right files are found, please take note of the information below about conditions and criteria.

About AND conditions and OR conditions

  • When properties of identical types are selected, an OR condition is created. For example: when adding 'Type is Article' as well as 'Type is Layout', this is interpreted as 'Type is Article OR Layout'.
  • When properties of different types are selected, an AND condition is created. For example: when 'Type is Article' is followed by 'Line count is greater than 500' is interpreted as 'Type is article AND line count is greater than 500 lines'.

About criteria dealing with dates and time

Some of the criteria that can be chosen in a custom search deal with a time period such as 'Today', 'Before an entered date and time', and so on.

The following table shows the time periods that these criteria cover.

Note: The time and date are determined by the server on which Enterprise is installed, not the system on which InDesign is running. This may produce unexpected results, especially when different time zones are involved.

Range Start End
Today Current date, 00:00:00hrs Current date, 23:59:59hrs
Yesterday 00:00:00hrs previous day 23:59:59hrs previous day
Tomorrow 00:00:00hrs next day 23:59:59hrs next day
Last week First Day of previous week (default Monday), 00:00:00hrs First Day of Current week (default Monday), 23:59:59hrs
Next week First Day of next week (default Monday), 00:00:00hrs First Day of week following next week (default Monday), 23:59:59hrs
Within last (x) minutes Current date minus Current (x) minutes Current date & time
Within last (x) hours Current date minus Current (x) hours Current date & time
Within last (x) days Current day & time minus (x) days Current date & time
Within last (x) weeks Current day & time minus (x) weeks Current date & time
Within last (x) months Current month & time minus (x) months Current date & time
Within next (x) minutes Current date & time Current date & time plus (x) minutes
Within next (x) hours Current date & time Current date & time plus (x) hours
Within next (x) days Current date & time Current date & time plus (x) days
Within next (x) weeks Current date & time Current date & time plus (x) weeks
Within next (x) months Current date & time Current date & time plus (x) months
Before (entered date and time) Entered date & time
After (entered date and time) Entered date & 00:00:00hrs
On (entered date) Entered date Entered date

Modifying or deleting a Custom Search

Step 1. Open the list in the Search box, hover the mouse pointer over the Custom Search and click the Edit button.

The Edit button

The Edit window appears.

The Edit window

Step 2. Do one of the following:

  • Make any changes and click Save...
  • Click Delete

Sharing a Custom Search

Working in a team means that many team members will regularly be searching for the same files using the same search criteria. To make this process more efficient, searches can be shared between users.

The quickest way of doing this is by copying the URL from the address bar in the browser and sharing that link with other users. Each time a search is performed namely, the search criteria are included in the link.

Example:

 http://localhost/Enterprise/contentstation/#/search/?PublicationId=2&CategoryId=4&Type=Image

Note: Whether the users who use the link can see (all) files depends on the access rights that they have been given.

Copying the link for a Custom Search

The link for a Custom Search can also be copied from the list in the Search box by clicking the Share icon. A window will then appear in which the link can be copied.

The Share icon in the Search box list

Copying a Custom Search link

Figure: Clicking the Share link in the Search box list to access a window to copy the link from.

Using a shared Custom Search link

When another user shares their Custom Search with you and you paste the link into your browser, you will see the Custom Search window appear. Click Save to add the Custom Search to your list in the Search box.

How Custom Searches are stored

Custom Searches are currently stored in the Web browser cache. This means that when the cache is cleared, Custom Searches are also cleared. In future versions of Content Station, Custom Searches will be stored in Enterprise Server so that they are permanently available.

Tip: To make sure that you do not loose your created Custom Searches while they are not yet stored on the server, you can save the URL as a bookmark in your Web browser.

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2 Comments

  • 0
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    Arjen Hermanns

    Please note: Broken image link in this article

  • 0
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    Maarten van Kleinwee

    Thanks Arjen, that is fixed now.

    Regards,

    Maarten van Kleinwee
    Senior Technical Writer, WoodWing Software

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