Working with search results in Xtendis 7

Search results are displayed when opening a folder or when searching for documents, dossiers, or notes.

Based on the context, the search result will show documents, dossiers or notes.

From here you can start working on the found content, or further refine your search.

The page on which the documents are shown can contain the following components:

• A list with search results, either as rows and columns (for documents and dossiers), or a list of notes.
• A preview window showing a preview of a selected document.
• A panel showing properties of a selected document or dossier, or actions that can be performed on them.
• A toolbar containing tools for opening panels or performing additional actions.

How to work with these components is explained in this article.

Figure: The Search results when searching for documents using the Find option.

Column view

The content of folders and the search results for documents and dossiers are shown as a list with columns and rows.

Columns are represented by properties while each row is a found document or dossier.

Search result pages

When more results exist than can appear on the page, the results are grouped in pages. These are shown in the bottom right corner. Clicking a page number navigates you to that page.

Note: The total number of results per page can be configured in your personal settings. The default number is 20.

Hiding the preview, panels and toolbar

When the column view contains more columns than can fit on screen, more room can be created by temporarily hiding the document preview, the panels, and the vertical toolbar.

This can be done gradually by dragging the dividers between components, or in one action by using the show and hide buttons.

Method 1. Using the dividers In this method, the dividers between components are used to make one component wider while another component becomes narrower or fully hidden. Step 1. Hover the mouse pointer over a divider, such as between the column view and the document preview. The mouse pointer changes to an arrow pointing left and right. Step 2. Click the divider and drag it to the right or the left. While dragging, one component becomes narrower while the other becomes wider. To fully hide a component, drag the divider all the way to the left or the right. To indicate that components are hidden, a yellow eye icon is shown (see Showing hidden components below).

Method 2. Using the show and hide buttons Info: This feature requires Xtendis 7.2.2 or higher (see how to check which version of Xtendis you are using). To quickly hide all components, click one of the following buttons in the top right corner of a component: The Show and Hide button for quickly showing or hiding all components except the column view. The Expand and Collapse button for expanding a panel or component. Depending on the component in which this button is clicked, one or more components are automatically shown or hidden. To indicate that components are hidden, a yellow eye icon is shown (see Showing hidden components below).

Showing hidden components

When components are hidden, a yellow icon is shown along the side. Click it to show the components again.

Configuring the results

The way the search results are shown can be configured by performing the following actions:

• Showing or hiding columns
• Rearranging the column order
• Sorting columns
• Grouping columns
• Filtering columns

For detailed information about how to do this, see Using the column view in Xtendis 7.

Performing actions

Once you have found a document or dossier, various actions can be performed on it such as downloading it, moving it to the trash can, sharing it with other people, and much more.

Note: Additional actions can be performed by using the tools in the toolbar of the document preview. Which tools these are depend on the type of document that is shown. For more information about these actions, see Viewing documents in Xtendis 7.

The actions that can be performed depend on how the item is selected:

• By clicking it in the list so that it is outlined in blue. This can only be done for one item in the list. The actions that can then be performed are those in the vertical toolbar on the right side of the screen. (See Using the vertical toolbar).

1. A selected document in the list, outlined in blue.
2. The vertical toolbar.

• By selecting the check box for the item. This can be done for one or more items in the list. When doing so, the Actions button appears. Clicking it shows the button menu from which various actions can be performed.

Tip: To select all items in the list, select the check box at the top of the column.

1. The Actions button appears when one or more items are selected in the list.
2. Select the check box at the top of the column to select all items in the list.
3. Select the check box for an individual item to include it.

The following actions can be performed:

• Combine versions. Merges old documents into new series.
• Edit properties collectively. Change properties for multiple items in one action.
• Export. Download, send, print, or share the item.
• Move to folder. Available when searching for documents. Move the document to a folder.
• Move to dossier. Available when searching for dossiers. Move the document to a dossier.
• Move to trash can. Move the item to the trash can.
• Delete dossier. Available when searching for dossiers. Permanently delete a dossier.
• Delete. Available when searching for deleted documents. Permanently deletes the document.
• Restore. Available when searching for deleted documents. Restores the document to its original location.

Opening documents, dossiers, and notes

Documents, dossiers, and notes that have been found can be opened in the following ways from within the column view:

• A document or dossier can be opened by double-clicking it.

• A dossier can also be opened in one of the following ways:
• By clicking the dossier icon in front of the dossier in the list view.
• By clicking the Open dossier button at the bottom of the Properties panel in the bottom right corner.

Tip: Another way of opening documents or dossiers is by clicking Open document or Open dossier in the details pop-up. See Document details pop-ups and dossier details pop-ups later in this article.

• When searching for notes using the Find option, the document to which the note belongs can be opened in the following ways:
• From the document options menu, choose Open in new tab.

• From the Properties panel, click on the tag in the Source field under General. The document is then opened in the current window.

• When searching for notes using the Quick Find option, the document to which the note belongs can be opened (in a new tab) in the following ways:
• By double-clicking the note.
• By hovering the mouse pointer over the note and clicking Open document that then appears.

Exporting the search results

In case the search results need to be analyzed in some way, they can be exported as a Microsoft Excel file to your local system from where the file can be opened in Excel. All the columns that are currently shown are included in the report.

Notes: Only the values that you see as text in the columns and rows are exported, not the actual documents or their previews. To download documents, use the Download option. This method exports a maximum of 1,000 documents. If more documents need to be exported, use the export option in a folder.

Step 1. Click the three dots at the top of the screen and choose Export from the menu that appears.

A Windows Explorer window appears.

Step 2. Navigate to the location where you want to save the file to, such as you Desktop, and click Save.

Step 3. From the location where you saved the file, open it in Excel.

Search results for notes

The search results for notes are displayed as a long list of all the notes that have been found.

Clicking the top part of a note selects the document to which the note is added; it is shown in the preview window, and actions on the document can be performed from the vertical toolbar on the right.

Previewing a document

When a document or note is selected, a preview of the document appears in the preview window (also known as the 'document viewer').

For more information about using the window, see Viewing documents in Xtendis 7.

Using panels

When viewing a document, panels can be opened to give you additional information about the document such as its properties or history, or to perform actions such as downloading or sharing it.

These panels can be opened from the vertical toolbar (see below).

The following panels can be opened:

• Properties. Shows the properties of the document and its related dossier.
• Notes. For adding notes to the document.
• History. For viewing the history of the document such as the flow history or the version history.
• Download, share, or print. For downloading, sharing, or printing the document.

Using the vertical toolbar

The vertical bar on the right side of the screen gives access to panels and actions for an item in the list of search results that is outlined in blue, or for a found note.

Note: The toolbar is not available when viewing the search results for dossiers.

1. A selected document in the list, outlined in blue.
2. The vertical toolbar.

The following table shows the components of the toolbar:

Component	Action	Description
	Opening or closing the Properties panel	Clicking this icon opens or closes the Properties panel. Hovering the mouse pointer over the icon shows the document options menu. The menu contains the following actions: Edit properties. Opens the Edit properties panel for editing the properties of the document. Move to trash can. Moves the document to the trash can. Open in new tab. Opens the document in a new Web browser tab. Re-index. Opens the Index document panel for re-indexing the document. Show properties. Opens the Properties panel.
	Working with notes	Clicking this icon opens or closes the Notes panel. With it, existing notes can be viewed and new notes can be added. When notes exist for the document, the total number of notes is shown in a badge.
	Viewing the history, flow or versions of a document	Clicking this icon opens or closes the History panel. With it, the history for the document, flow, or version can be viewed.
	Downloading, sharing, printing, or checking out a document	Clicking this icon opens or closes the Download, Share, and Print panel. Hovering the mouse pointer over the icon shows the Share options menu. The menu contains the following actions: Download. For downloading the document. Share. For sharing the document with other people. Print. For printing the document. Copy link. For copying the link to the document for pasting in for example an e-mail. Check out. For checking-out the document (downloading the document, making changes to it and uploading it as a new version).
	Searching for text in a document	Clicking this icon opens a panel to search for text within a document. This feature is only available for documents in TIF-format and needs to be enabled by the functional manager. Enter the text to search for and click the magnifying glass icon or press Enter. The pages on which the text is found are shown as a link. Click a link to navigate to that page.
	Viewing the workflow	Clicking this icon opens the Workflow window. It is only available when a workflow action exists for the document, such as approving or rejecting invoices.
	Downloading the original version of the document	Clicking this icon opens the Download panel for downloading the original version of the document. It only appears when the original document exist, typically for Microsoft Word and Excel documents or e-mails. By downloading the original document, it can be edited and uploaded as a new version of the document. See Working with document versions in Xtendis 7 (document check out and check in).
	Viewing the details of a signed document	Clicking this icon opens the Signature panel in which the details of a signed document can be viewed. It appears when a document has been digitally signed. See Having a document digitally signed in Xtendis 7.
	Viewing version information of a document	Clicking this icon opens the History panel in which all version information of the document can be viewed. It appears when the selected document is the active document for which older versions also exist. See Working with document versions in Xtendis 7 (document check out and check in).
	Viewing version information of a document that is not the active document	Clicking this icon opens the History panel in which all version information of the document can be viewed. It appears when the current state of the selected document needs to be highlighted, for example that it is not most recent version, that it has been checked out by another user, and so on. See Working with document versions in Xtendis 7 (document check out and check in).
	Document is locked	Indicates that the document is locked. It appears when the document has been checked out. Hover the mouse pointer over the icon to see a tooltip with the name of the person who has checked out the document. See Working with document versions in Xtendis 7 (document check out and check in).
		Appears when searching for deleted documents. Indicates that the document is deleted.
	Expanding the search results	Clicking this icon opens or closes the Expand search panel. With it, the search can be expanded. It is only available for documents. See Expanding the search.
	Adding or removing the favorite status of a document	Clicking this icon adds or removes the document to or from the list of favorites. These can be viewed from the Dashboard. See Working with documents in Xtendis 7 and Working with dossiers in Xtendis 7.
	Refreshing the toolbar	Clicking this icon refreshes the toolbar, such as badges for notes, the flow icon, and so on.
	Navigating to the next or previous item	Clicking the Next and Previous icons selects the next or previous item in the list of search results so that they are marked with a blue outline. See Performing actions earlier in this article.

Expanding the search

A document or note that you are viewing is often related to other documents or dossiers in the archive. Quickly identifying and opening these can be done by using the Expand search panel.

The panel can be accessed by clicking its icon in the vertical toolbar.

The Expand search panel shows links to documents and / or dossiers within the archive that are related to the selected document (outlined in blue) or note, based on a specific property.

When the documents or notes are related based on multiple properties, these properties are shown at the top of the panel. Clicking each of these properties further filters the results.

The documents or dossiers are shown in the form of links. Clicking a link opens that document or dossier in a new tab so that you do not loose your place in the screen that you are currently working in.

The links are constructed as a combination of properties, each separated by a forward slash (/).

Example 1: An Expanded search based on a single property In the image below, the Expand Search panel is shown for a document with internal reference number 'WV001'. The Expand search panel is set up to show links to all related documents in the archive that also have internal reference number 'WV001'. Example 2: An Expanded search based on multiple properties In the image below, the Expand Search panel is shown for a document with internal reference number 'WV001'. The results can be further filtered by making use of 3 properties: Clicking Contract shows links to all documents in the archive that are of type 'contract'. Clicking reference number WV001 shows links to all documents in the archive that contain reference number 'WV001'. Clicking Not signed shows links to all documents in the archive that are not yet signed.

Document details pop-ups and dossier details pop-ups

Info: This feature requires Xtendis 7.2.3 or higher (see how to check which version of Xtendis you are using).

When viewing documents or dossiers in the list of Favorites, the list of Recently viewed items, or in the expanded search, an information icon appears when hovering the mouse pointer over it.

When hovering the mouse pointer over the information icon, a pop-up appears with the details of the document or dossier (its main properties and optionally notes), as well as an option to open the document or dossier.