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Searching for files using Content Station 9

Searching for files using Content Station 9

In Enterprise, all files are stored in a database. Finding a stored file is done by accessing the Search Application and using one of the following search methods:

Accessing the Search Application

Do one of the following:

  • Choose Tabs > Search
  • On the Home page, double-click the Search icon in the Applications pane.

The Search icon in the Applications pane

Figure: The Search icon in the Applications pane on the Home page of Content Station.

Searching by Brand and object type

The default search method of the Search Application is to search by Brand and object type.

It allows you to:

  • Search in all Brands or in a specific Brand / Issue / Category / Workflow Status combination
  • Search for all object types or by a specific one
  • Search for a file that contains a particular word

Step 1. In the Search bar, make a choice from the Brand, Issue, Category and/or Workflow Status list or leave them set to 'All' to search all areas.

Making a choice from the Brand list

Figure: Making a choice from the Brand list.

Note: Options in the Issue, Category and Workflow Status lists don't become available until you have chosen a specific Brand.

Step 2. From the Object Type list, choose 'All' to look for all types of files or choose a specific type to look for files of that type only.

Step 3. In the text box enter a phrase that should be part of the file name, or leave the text box empty to find all files.

Note: When entering a search phrase, the following properties of a file are searched for the presence of that phrase:

  • File name
  • Description
  • Slugline
  • Plain content
  • Keywords

Step 4. Click Search.

Any found files are shown.

Using the Facetted pane

When the search results fall under more than one 'facet' (a property of the file), the Facetted Search pane is displayed. It can be used to further filter down the results such as by Brand, Category, Issue, Modified On date, Credit, and more.

Example: If 'Category' would be a possible facet and the found files are part of multiple Categories, then the Facetted Search pane will display with Category as a facet, showing each separate Category. However, if in this scenario all files are part of the same Category, it will not be displayed as a facet.

The Facetted pane

Figure: In this example the phrase 'water' has been entered (A). The Search results show 6 files (B) which can be further filtered down by choosing a Facet in the Facet pane (C).

Tip: To collapse or expand a group of facets, click its title bar.

When selecting a facet, the files in the Document pane are filtered to show only those that match the chosen facet. As a result of the newly displayed files, different facets may be shown by which the search results can be further filtered.

Creating a custom search

A custom search allows you to store a set of search criteria for those searches that you perform regularly. This way, you don't have to enter these criteria each time you want to run the search.

It works by defining the search criteria once, saving them as a custom search and then accessing that custom search from the Search menu of the Search Application whenever you need it.

Note: When logging out, all saved custom searches are stored in the Enterprise system. This ensures that when you next log in — even from a different system — the searches are available to you.

Example: creating a custom search to show all articles used in 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. From the Search menu in the Search Application, choose Custom Search... .

Choosing Custom Search in the Search menu

The Search Criteria dialog box appears.

The Search Criteria dialog box

Step 2. Define the search criteria as follows:

Criteria for finding recently used articles

  • Brand Select one or more Brands.
  • Category, Status, Issue and Edition (Optional, available when a specific Brand has been selected) Select one or more options from each list.
  • Type is Article.
  • Modified On Within Lasts 7 days.

Step 3. Click Save... .

The New Search dialog box appears.

The New Search dialog box

Step 5. Enter a descriptive name such as Recently used articles and click OK.

Step 6. Click OK to close the Search Criteria dialog box.

The search is performed and the results are displayed in the Search Application.

The custom search is added to the Search menu.

A Custom Search added to the Search menu

Modifying or deleting a custom search

Step 1. From the Search menu in the Search Application, choose the custom search that you want to modify or delete.

Step 2. In the toolbar, click the Edit button (the yellow pencil icon).

The Search Criteria dialog box for the Custom Search appears.

Step 3. Do one of the following:

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

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

Searching the files that have been routed to you (Inbox)

Working on a publication is team work and files that you need to work on might be routed to you by other members of the team. Such files are added to your 'Inbox'. Your main view of the Inbox is the one that is shown on the Home page of Content Station.

The Search Application allows you to search through these files.

Step 1. In the Search Application, choose Inbox from the Search menu.

The Inbox option in the Search menu

Step 2. Enter a search term in the text box.

The options for searching in the Inbox

Step 3. Click Search.

Viewing all InDesign Libraries

When choosing 'Libraries' from the Search menu, all InDesign Libraries are shown.

This option is mainly added for users of Smart Connection and can be ignored when working in Content Station.

Viewing all templates

To see all templates that you have access to, choose Templates from the Search menu.

Note: In a typical workflow, you will probably never use this option except when managing templates for other users.

About Current, Previous and Next Issues

Within a Brand, your administrator can assign an Issue as being the 'Current Issue': the Issue that is now up for publication. This could for instance be tomorrow’s newspaper, next month’s magazine, and so on.

Similarly, 'Previous Issues' and 'Next Issue' identify the Issue before and after the current Issue.

The advantage of this system is that such Issues can be found without having to refer to them by name:

  • Search by Brand and object type and from the Issue list choose 'Previous Issue', 'Current Issue' or 'Next Issue'.

Searching on 'Current Issue'

  • Set up a custom search based on a 'Previous Issue', 'Current Issue' or 'Next Issue'.

A custom search for locating files in the current Issue

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