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Searching for files in Content Station 10

Searching for files in Content Station 10

One of the actions that you will perform most often in Content Station is finding the files that you want to work on.

This article describes the various methods you can use.

The searching options

Figure: Searching for files is mainly done by using the Search box (A), tags (B) and the Filter (C).

Search box

The Search box can be used for searching on a custom search term or for searching on a predefined query.

Searching on a custom search term

Quickly find a file by typing a search term and pressing Enter. To find all files, clear the Search box first.

Searching on a predefined query

Info: This feature requires Content Station 10.12 or higher.

Searches that are performed regularly by many team members (such as searching for templates) can be made available by the system administrator as queries (also known as Named Queries). When this is the case, a drop-down list is available from which the queries can be chosen. After choosing a query, it is automatically executed.

A list of queries

Figure: A list of predefined queries in the Search box.

Filter

After performing a search, the results can be further filtered, for example to only show images or only show files that are set to a certain status only.

Which filter options appear depend on the type of search that was performed.

The Filter of a custom search

This Filter allows you to filter on Brand, Category, Issue file type and Status.

Note: In order to filter on Category, Issue or Status, select a Brand first.

The Filter for a custom search

Figure: The Filter after performing a custom search.

The Filter of a predefined query

A predefined query often has its own custom fields for further narrowing down the search results.

Example of filter fields

Figure: The Filter after performing a predefined query.

Tags

Each time you perform a search by using the Search box or narrow down the search results by using the Filter, a tag is created.

To quickly change your search results, remove one or more tags.

Reloading the search

To reload the search, do one of the following:

  • Click the Reload icon to the right of the Search box.

Info: This feature requires Content Station 10.23 or higher.

The Reload search results button

  • Place the cursor in the Search box and press Enter.
  • Click the Refresh button of the Web browser (this refreshes the full page)

Viewing to which Enterprise files a file is linked

Files in Enterprise are typically related to other files in Enterprise:

  • A Dossier can contain one or more files
  • A file can be part of one or more Dossiers
  • An image or article can be placed on a layout or be part of a Publish Form
  • A layout can have one or more articles or images (that are also stored in Enterprise) placed on it

It is important to be aware of these relationships, for example to see if other files are affected when making changes to a particular file.

Viewing such relations, known as links, can be done by using the Linked Files panel in Content Station 10.

The Linked files panel

Figure: The Linked Files panel shows to which files in Enterprise a file is linked.

For each file, the relation to the selected file is shown: 'Part of' for files that are part of a Dossier, 'Placed on' for files that are placed on a layout, and so on.

For more information, see Viewing to which Enterprise files a file is linked using Content Station 10.

Searches are Web links

Each time you perform a search, the search query is reflected in the link in the address bar of your Web browser.

Example:

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

This makes it possible to:

  • Go back to previous search results by using the navigation buttons of the Web browser
  • Create a bookmark for any searches that you use often
  • Share links with other users or click a link that you have received from someone else

Note: This only works if you (or the person you share the link with) have sufficient access rights to access the files and the instance of Enterprise Server on which they are stored.

Files that are routed to you

Working on a publication is team work. In a typical workflow therefore, your team members will regularly send you files that you need to edit or review.

You can quickly find the files that have been routed to you by referring to the Inbox.

The Inbox icon at the top of the page shows how many files are currently in your Inbox.

You access the Inbox by clicking the Inbox icon at the top of the page.

Files routed to you are shown in the Inbox

Figure: The Inbox shows all files that have been routed to you. It is accessed by clicking the Inbox icon at the top of the page (A).

For more information, see Processing routed files using the Inbox in Content Station 10.

Document history

  • 31 May 2017: Added section 'Reloading the search'.
  • 21 March 2017: Added information about the Linked Files panel.
  • 27 December 2016: Added information about searching using predefined queries.
  • 20 September 2016: Added section Files that are routed to you.
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