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.
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 window appears.
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. Simply add a value by clicking it in the list. Remove a value by pressing Backspace twice or by clicking the 'x' in the tag. Remove all values in one action by clicking the 'x' icon on the right side of the field.
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
Note: When setting a filter, a default operator for that filter is automatically set.
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.
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.
|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|
Step 1. Open the list in the Search box, hover the mouse pointer over the Custom Search and click the Edit button.
The Edit window appears.
Step 2. Do one of the following:
- Make any changes and click Save...
- Click Delete
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.
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.
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 stored in the following ways:
- For Content Station 11.6 and higher and when logged in to Enterprise Server 10.3 or higher: Custom Searches are stored on Enterprise Server and are therefore always available.
- For Content Station 11.3 to 11.5 or for Content Station 11.6 and higher and when not logged in to Enterprise Server 10.3 or higher: Custom Searches are stored in the Web browser cache. This means that when the cache is cleared, Custom Searches are also cleared.
Tip: To make sure that you do not loose your created Custom Searches for these versions, you can save the URL as a bookmark in your Web browser.
- 21 February 2018: Updated section 'How Custom Searches are stored' with information about Content Station 11.6 and higher.
- 31 January 2018: Refined the steps for choosing values and setting filters.