Searching for files using Assets

Working on files in Assets begins with first finding the files that you want to work on.

This article describes the various ways in which files can be located in Assets. Use the summary to quickly learn about the possible methods; more detailed information can be found in the 'In depth' section.

Summary

Searching for files can be done by:

• Entering a search term in the Search box. When doing so, a list appears below the box.
• The top section of the list contains a reference to the entered search term. Click it to search on that term or simply press Enter.
• The bottom section of the list contains an overview of folders that have been found which names contain the currently entered search term. Click a folder to show its content in the search results.

• Selecting a folder in the Folder browser. Use this method when you know where the files are stored.

• Using the Filter to narrow down the search results, such as by file type, tag, status, and so on.

• Bookmarking an often used search for re-use. (Requires Assets 6.79 or higher.) The following is stored:
• The search query
• The selected folder
• Selected filters and applied filter values
• Metadata fields shown in various panels and thumbnail tiles
• Selected view mode and zoom levels

• Choosing a predefined search which has been set up to find files that are searched for on a regular basis, such as those in a particular location, with a particular status, and so on. (Only available in Assets 6.78 and lower.)

• Using a combination of any of the methods described above.

Example: Here, 3 methods are used: a search term "architecture" is entered in the Search box (A), an images folder is selected (B) and the search results are filtered to show images in landscape orientation only (C).

In depth

This section explains the methods of searching for files more in depth.

Info: Use the filter to only show information for one method: All methods Entering a search term in the Search box Browsing the folder structure Filtering the search results Using Bookmarks Using a predefined search

Entering a search term in the Search box

Take note of the following:

• Complex searches can be constructed by using the query syntax of Assets Server.

• The use of the following characters in a search term is not supported:

! ^ ( ) { } [ ] - + ~

• To find all files within a location, press Enter while leaving the Search box empty or click the 'x' on the right side of the search box.

• In Assets 6.68 or higher the behavior of the list of found folders is as follows:

• For the first 3 terms entered, the folders appear in the list when the terms are present in the folder name in any order.
• For 4 or more terms entered, the folders only appear in the list when the order of the terms is the same as the order in the folder name.

Example: Consider a folder with the name one two three four five. The following table shows the results when searching for that folder by using specific search terms: Scenario Example Folder appears in the list of found folders No more than 3 terms entered. one one two one two three Yes Four or more terms entered, order matches folder name. one two three four one two three four five Yes Four or more terms entered, order does not match folder name. one two three five No

• The list of found folders can also be prevented from appearing by the system administrator. You may therefore not see the list at all.

Browsing the folder structure

Use the Folder browser to restrict the search within a folder of the Assets structure.

• To show or hide the Folder browser, click the Folder browser icon.

• Browse to the folder in which you want to search.

• By default, the search includes all sub folders and Collections (and in Assets 6.103 or higher also subcollections). To search in the subfolders, Collections, or the selected folder only, choose an option from the Action menu in the toolbar:

For Assets 6.103 and higher:

Choose from one of the following options:

4. Folder and subfolders, Collections and subcollections
3. Folders and subfolders and Collections
2. Folders and subfolders
1. Folder only

Note that when the menu is collapsed, the icon indicates which option is chosen.

For Assets 6.102 and lower:

Choose from one of the following options:

• Subfolders and Collections
• Subfolders
• Selected folder

Note that when the menu is collapsed, the icon indicates which option is chosen.

• The search result shows all files within the selected folder. If a search term is entered (see above) and/or the Filter is used (see below), the search result takes these into account.

• The currently selected folder is shown to the right of the Folder browser icon. When the Folder browser is closed, this shows you in which folder you are currently searching. To return to the top (root) folder, click 'x' next to the folder name or click the empty space in the first column.

• Adjust the height of the Folder browser by dragging the divider at the bottom up or down.

Filtering the search results

Use the Filter to further narrow down the search results.

• The Filter can be hidden and shown by clicking the Filter icon.

Figure: The Filter (B) is accessed by clicking the Filter icon (A).

• Add or remove Filter options by clicking the Configure Filters icon and selecting/de-selecting options from the list. Up to 20 options at a time can be used (the total number of selected options is shown at the bottom of the panel). Use the Search box to quickly find an option.

Figure: Click the Configure Filters icon (A) and use the panel (B) to add or remove options. Up to 20 options can be added, the number of selected options is shown at the bottom of the panel (C).

• Use a Filter option by:

• Typing some text and pressing Enter.
• Selecting or clearing a check box.
• Choosing an option from a list.
• Clicking a tag.
• Selecting a taxonomy value from a list (see Working with metadata in Assets)
• Clear a Filter option by clicking its Clear label or click Clear All to clear all Filter options.

• To keep the Filter options active while using the Search box and/or Folder Browser, select Keep settings.

Tip: To find a Digital article that contains a specific article component, use the Article Components field.

Using Bookmarks

Info: This feature requires Assets 6.79 or higher.

Some files are searched for on a regular basis, such as those in a particular location, with a particular status, and so on.

Such searches can be saved as Bookmarks for easy re-use.

Bookmarks can be accessed via the Bookmark menu in the top left-hand corner.

Any Bookmark that is created can be shared with other users by a system administrator; these Bookmarks can be recognized by the users icon next to their name in the Bookmark menu.

Often used Bookmarks can be pinned to the top of the menu.

Figure: The Bookmarks menu showing Bookmarks that are pinned and Bookmarks that are shared between users.

The following is stored in a Bookmark:

• The search query
• The selected folder
• Selected filters and the applied filter values
• Metadata fields shown in various panels and thumbnail tiles
• The selected view mode and zoom levels

Use Bookmarks as follows:

• Create a Bookmark by performing your search, clicking on the Bookmark icon in the top left corner and choosing Save as new Bookmark... . Enter a name and press Enter to save it.

• Update a Bookmark by opening an existing Bookmark, performing your search, clicking on the Bookmark icon in the top left corner and choosing Save as new Bookmark... from the main Bookmark menu or Apply current settings from the context menu of a Bookmark. Confirm that you want to make the changes.

Note: Be careful making (large) changes to Bookmarks that are shared; other users might expect to see different results.

• Manage your Bookmarks by using the commands in the context menu such as deleting or renaming a Bookmark, or opening it in a new tab.

Note: Bookmarks that are shared and which have not been created by yourself cannot be edited or deleted. If you want to make changes to such a Bookmark, turn it into a new Bookmark for yourself.

• Pin or unpin a Bookmark by clicking its Pin icon or by choosing Pin Bookmark or Unpin Bookmark from the context menu.

• Close an active Bookmark by clicking its x-icon next to its name. The search is shown that was active before the Bookmark was selected.

• Use any of the following keyboard shortcuts:

Keyboard shortcut	Action
Alt+O	Open or close the Bookmark panel.
Alt+Shift+O	Close the Bookmark.
Shift+S	Create a new Bookmark when no Bookmark is active or save changes to the currently active Bookmark.
Shift+Alt+S	Save as a new Bookmark.

Using a predefined search

Info: This feature has been replaced by Bookmarks in Assets 6.79. See above.

Some files are searched for on a regular basis, such as those in a particular location, with a particular status, and so on.

The search criteria for finding these assets can be made available in the form of a Search Preset by the system administrator.

When one or more Search Presets are available, they appear in a list in front of the Search box. This way, you can quickly access the files by choosing the preset instead of having to enter or be aware of the search criteria yourself.

Figure: The Search Preset list in Assets 6.65 and higher.

Figure: The Search Preset list in Assets 6.64 and lower.