Skip to main content
Mitratech Success Center

Search Fields Tab

Click on the Search Fields tab.

image

Search Fields List

The list of search fields is displayed in the left pane.

image

Select a field to display the properties for that field in the pane on the right. See “Search Field Properties” for details.

Field Linking

The list of fields which can be Linked is displayed on the right. Expand the Data Definition to display the fields belonging to that Data Definition which can be linked to the selected search field.

When Show All Fields is selected on the Home ribbon (see “Linked Fields”), all the fields which can be linked to the selected field are listed.

When Show Standard Fields is selected, only the fields which are not audit fields and which can be linked to the selected field are listed.

When Show Audit Fields is selected, only the Audit fields which can be linked to the selected field are listed.

image

In this example, the search field Author is linked to the field Author in the Data Definition Word documents (pageable).

image – Indicates the field is linked to the selected field.

image – Indicates the field is a standard field which is not linked to the selected search field.

image – Indicates the field is an audit field which is not linked to the selected search field.

Create a Link

To link a Data Definition field to the selected search field, right-click on the Data Definition field and, from the menu, select Create link from selected field.

image

Alternatively, click the New Link button on the Home tab.

Search fields which have the field type Custom Field and some Audit Fields can be linked either Automatically or Explicitly. When the Link type option is displayed, select Automatic to have the search field automatically linked to all occurrences of the selected Custom Field or Audit Field in all Data Definitions, or select Explicit to select only the required Data Definition field(s) to link to the search field.

Delete a Link

To delete a link between a Data Definition field and the selected search field, right-click on the linked Data Definition field and, from the menu, select Delete Link.

image

Alternatively, click the Delete Link button on the Home tab.

Search Field Properties

The Search Field Properties are described in Table 98.

Table 98. Terminology: Search Template Field Editor – Search Field Properties

Term

Meaning

Field name

Enter a name for the Search Template field to make it easily identifiable.

Maximum 250 characters.

Field type

Select a field Type for the new field from the Field Type Picker.

Accuracy

Note: Accuracy is only available when Date and Time is selected as the field type.

Select the Accuracy from the drop-down list:

Time – Fields must include values for the Year, Month, Day and Time.

Day – Fields must contain values for the Year, Month and Day.

Month – Fields must contain values for the Year and Month.

Year – Fields must contain a value for the Year.

Often, the Accuracy of a Date and Time Search field would match the Accuracy set for the Index field to which it is linked. That is, a Time Accuracy Search field would be linked to a Time Accuracy Index field. However, this is not required and the Accuracy of a Search field can be coarser or finer than the Accuracy of the Index field to which it is linked.

Display decimal places

Note: Display decimal places is only available when Currency is selected as the field type.

Use the up and down arrows to set the number of decimal places you want displayed in Searching Client for the selected Currency field.

Selecting 0 means no values are displayed after the decimal point. The maximum number of places after the decimal point that can be selected is 10.

Help text

If required enter the Help text for the search field. The Help text is displayed when the user hovers the mouse pointer over the i next to the search field in Searching Client.

Maximum 255 characters.

ToolTip text

If required enter the ToolTip text for the Search Template field. The ToolTip text is displayed when the user moves the mouse pointer over the search field name in Searching Client.

Maximum 255 characters.

Link type

Automatic – the selected search field is automatically linked to all matching Data Definition fields of the same type. For a Custom Field, the search field is linked to fields with the same Custom Field Type in all Data Definitions. For Audit fields, the search field is linked to fields with the same Audit Field Type in all Data Definitions.

Explicit – the user must select a Data Definition field from the Field Linking pane on the right and explicitly link the field by either clicking the New Link button on the Home ribbon, or by right-clicking on the Data Definition field and selecting Create link from selected field from the menu. The search field can be linked to multiple Data Definition fields, if required.

Note: The Link Type option is available for Custom Field Type and some Audit search fields only.

Mandatory

A Mandatory search field must be searched for when the Search Template is used in Searching Client.

When Mandatory is selected, the search field is mandatory.

When Mandatory is cleared, the search fields not mandatory. Mandatory settings can be further customized using the

Mandatory Options on the General Properties tab. See Table 97.

Hide from search user

When selected, the search field is hidden from the user of the Search Template. This option can be used with the Preset values field on the Field Values tab of the Search Field Editor. see “Preset value” in Table 103 for more information.

For example, if the search field is searching for a document author, you can set an author’s name in the Preset values field and then select Hide from search user. The Search Template user can use the Search Template to search for the named author but the actual search field is hidden from view.

Use field as a result field

When selected, the search field results are displayed.

When cleared, the search field is not displayed, although the documents which match the field are displayed.

Search parameter values are case sensitive

When selected, entered parameters are searched for in the case they are entered. For example, if London is entered, london will not be retrieved.

When cleared, entered parameters are searched for in any case. For example, if london is entered, both london and London may be retrieved.

Allow auto-wildcard

When selected, a wildcard character is automatically added to the end of the entered string. For example, if L is entered, London, Luton and Langely may be retrieved.

When cleared, if the Searching Client user wants a search parameter to be wildcarded, they must enter the wildcard character themselves. For example, L* will produce the same results as those shown in the above example.

Ignore Search Parameter for Data Definitions to which no link exists

This option is used when a Search Template contains fields from multiple Data Definitions. Select this option when you want the data for this field to be displayed whether or not all the search data was indexed together. See “Field Linked to a Data Definition Field” for an example.

 

The Field Type Picker enables you to select the Field Type of the Search Field.

The items shown on the Base Field Type tab in the Field Type Picker are described in Table 99.

Table 99. Terminology: Search Template Editor: Field Type Picker: Base Field Types

Term

Meaning

Base Field Type tab

 

A Text Search Field Type can be linked to a Data Definition’s Index Fields which are of Type Text, Custom Field Type which have a parent Base Field Type of Text and/or Document Type.

Text type search fields can be also be linked to Auditable fields which report Machine and User information, such as Creating User.

Currency

A Currency Search Field Type can be linked to a Data Definition’s Index Fields which are of Type Currency and to Custom Field Types which have a parent Base Field Type of Currency.

Whole Number

A Whole Number Search Field Type can be linked to a Data Definition’s Index Fields which are of Whole Number and to Custom Field Types which have a parent Base Field Type of Whole Number.

Whole Number type search fields can be also be linked to Document State Auditable fields which report the current state a document is in when Document Routing is configured.

Date and Time

A Date and Time Search Field Type can be linked to a Data Definition’s Index Fields which are of Type Date and Time and to Custom Field Types which have a parent Base Field Type of Date and Time.

The format changes according to Locale set for the Index field to which the search field is linked – see “Locale”) For example, in the UK it is DD/MM/YYYY hh:mm:ss. Date and Time type search fields can be also be linked to Auditable fields which report Date and Time, such as Item Stored Date and Time.

When Date and Time is selected, Accuracy is also available – see “Accuracy”.

Content Full Text

Content Full Text Search Fields can be used to link to a Data Definition which has the option Store content for full text searching selected. Text documents indexed with Data Definitions with this option selected can be linked to with this Type. See “Content Full Text Searchable” for more information on Content Full Text searching.

Document Type

Document Type Search Fields can be used to link to a Data Definition which has Document Type configured. See “Document Type” on page 424 for more information on Document Type.

Document Date and Time

Document Date and Time Search Fields can be used to link to a Data Definition which has Document Date configured. See “Document Date” for more information on Document Date.

 

The items shown on the Auditable Fields tab in the Field Type Picker are described in Table 100, “Terminology: Search Template Editor: Field Type Picker: Auditable Fields”.

Note: Some audit field search results are displayed in the 2nd index set. Use the > button to display the next index set. See “Start Search” for more information about viewing multiple index sets.

Note: To view up-to-date audit values in Searching Client, ensure the appropriate audit actions are logged. See “Data Audit Settings” for more information on configuring auditing.

Table 100. Terminology: Search Template Editor: Field Type Picker: Auditable Fields

       

Term

Meaning

Auditable Fields tab

Client Machine

The machine used to perform the auditable activity.

Create Date and Time

The date and time the auditable Create (Automatically Index documents, Import documents against a Data Definition, Create a Data Definition) activity occurred.

Creating User

The DataStore®DSX User account used to create the document.

Data Item Last Modification Date and Time

The date and time an index value was last modified in Searching Client. See “Modify Index Values”.

Data Item Last Modifying User

The DataStore®DSX User account used to modify an index value in Searching Client.

Data Item Modification Date and Time

The date and time the document was re-indexed. See “Modify Index Values”.

Data Item Modifying User

The DataStore®DSX User account used to re-index the document. See “Re-Index Selected/Re-Index All Buttons”.

Document Acceptance State

There are four System Acceptance States:

  1. Draft
  2. In Review
  3. Published
  4. Rejected

The Document Acceptance State reports either 1, 2, 3 or 4 depending on the “Document Acceptance State Name”, see below.

Document Acceptance State Name

There are four System Acceptance States:

  1. Draft
  2. In Review
  3. Published
  4. Rejected

The Document Acceptance State Name audit field reports the System Acceptance State the document is currently in.

If the Document is in one of the four states listed above, the Document Acceptance State Name will be the same as the “Document State Name”.

If the document is in a state which is not listed above, the last System Acceptance State the document was in will be reported.

For example, if the route is:

Draft => In Review => Sign off => Published

The Document Acceptance State Name and the Document State Name will be the same when the Document is transitioned to Draft, In Review or Published. However, when the document is transitioned to Sign off, the Document Acceptance State will be reported as In Review.

Document State

The number of the document state.

Note: This field can be used in a Search Template which contains a local Document Route or is linked to a Search Template which contains a Document Route only.

Document State Name

The name of the document state.

Note: This field can be used in a Search Template which contains a local Document Route or is linked to a Search Template which contains a Document Route only.

Document Transition Action

The Transition which was performed. This is the option selected by the user for the option 1. What would you like to do with this document?

Note: This field can be used in a Search Template which contains a local Document Route or is linked to a Search Template which contains a Document Route only.

Document Transition Date and Time

The date and time the Transition occurred.

Note: This field can be used only in a Search Template which contains a local Document Route or is linked to a Search Template which contains a Document Route.

Document Transition Notes

The notes (if added) by the user actioning the Document Transition.

Note: This field can be used only in a Search Template which contains a local Document Route or is linked to a Search Template which contains a Document Route.

Document Transition Reason

The Reason for the Transition. This is the option selected by the user for the option 2. Why have you chosen this action?

Note: This field can be used only in a Search Template which contains a local Document Route or is linked to a Search Template which contains a Document Route.

Document Transition Route Identifier

The unique identifier for the selected Transition.

Note: This field can be used only in a Search Template which contains a local Document Route or is linked to a Search Template which contains a Document Route.

Document Transitioning User

The DataStore®DSX User account used to Transition a document to a new Document State.

Document Version

The version of the selected document.

Export Date and Time

The date and time the document was exported from Searching Client.

Exporting User

The DataStore®DSX User account used to export the document from Searching Client.

Field Value Last Modification Date and Time

The date and time a field value was last modified in Searching Client using the Modify index values button. See “Modify Index Values”.

Field Value Last Modifying User

The DataStore®DSX User account used to modify a field value last in Searching Client using the Modify index values button. See “Modify Index Values”.

Field Value Modification Date and Time

The date and time a field value was modified in Searching Client using the Modify index values button. See “Modify Index Values”.

Field Value Modifying User

The DataStore®DSX User account used to modify a field value in Searching Client using the Modify index values button. See “Modify Index Values”.

Index Date and Time

The date and time the document was indexed.

Indexing User

The DataStore®DSX User account used to index the document.

Item Stored by User

The DataStore®DSX User account used to store the document.

Item Stored Data and Time

The date and time the document was stored.

Last Modification Date and Time

Not currently supported.

Last Modifying User

Not currently supported.

Print Date and Time

The date and time the document was printed from Searching Client.

Printing User

The DataStore®DSX User account used to print the document from Searching Client.

Retrieval Date and Time

The date and time the search retrieved data.

Retrieving User

The DataStore®DSX User account used to search for and retrieve data.

System Date and Time

The date and time the auditable activity occurred.

System User

The DataStore®DSX User account used for the auditable event.

 

Select a Search Assistant type. The Search Assistant search field is then used by the configured Search Assistant. For example, to create a Data Definition name Search Assistant, first create an Search Assistant Text search field, then click Search Assistant Configuration and create a Data Definition name Search Assistant, using the Search Assistant Text search field as the output field.

The items shown on the Search Assistants tab in the Field Type Picker are described in Table 101.

Table 101. Terminology: Search Template Editor: Field Type Picker: Search Assistants

Term

Meaning

Search Assistants Tab

Search Assistant Currency

Can be positive or negative, contain up to 18 digits before the decimal point, a decimal point (for example . or , depending on locale) and up to 10 digits after the decimal point.

Search Assistant DateTime

Must only contain dates and times. The format changes according to locale. For example, in the UK it is DD/MM/YYYY hh:mm:ss.

Search Assistant Text

Contains text.

Search Assistant Whole Number

Must only contain whole numbers (i.e. positive/zero/ negative).

Display Properties

The Display Properties enables you to configure the display options for the search field. Select the Add button.

Note: Display Control settings are ignored when the Search Specification is set to Treeview Picklist. See “Treeview Picklist Search Specification” for details on using the Treeview search specification.

Select a Display Control.

image

Note: The list of controls varies depending on the Type of the selected search field.

The standard default controls are:

Check Box

Possible values are displayed in a list of tick-boxes. Select values by selecting and clearing the tick-boxes.

image

Combo Box

Type values in to the text box. Available values are displayed in a drop-down list.

image

Radio Button

Possible values are displayed in a list of radio options. Select a single value by selecting and clearing the radio button.

image

Note: In the following example, the Allowable values (A-H) were configured in a tree in the Data Definition:

image

Tree View

Field control that provides possible values in the form of a visual tree.

image

Note: When a Tree View is used for a search field, do not set the Search parameter choices to None (do not use search parameter choice) as the Searching Client user will be unable to enter a search value

Note: Usually, the search field would use a Tree View display only when the Index field is set to also use a Tree View display. See “General Details – Display Properties” for more information.

The Display Properties are described in Table 102.

Table 102. Terminology: Search Field Editor – Display Properties

Term

Meaning

Back Colour

Sets the background colour of the display.

Horizontal Orientation

True – the search options using the selected display control are placed horizontally.

False – the search options using the selected display control are placed vertically.

Maximum Number of Controls

Sets the maximum number of values that can be presented in the selected Display Control.

For example, if this value is set to 25 and there are 40 Allowable Values or Picklist Values to select, only 25 values will be available.

Field Value Properties

The Field Values Properties allow you to configure pre-set values and search parameter choices. The Field Value Properties are described in Table 103.

Table 103. Terminology: Field Value Properties

Term

Meaning

Preset value

Enter a value in the text box. When the Searching Client user uses the search field, the value entered here will be displayed in the search field.

Allow Preset value to be edited by searching user

When selected, the value entered in the Preset value text box

can be edited by the Searching Client user.

When cleared, the value entered in the Preset value text box

cannot be edited by the Searching Client user.

Search Parameter Choices

None (do not use search parameter choice)

Do not use Search Parameter Choices. When you click on the search field (in Searching Client), no search parameter choices are displayed.

image

Provided from a Picklist on the field

Use Search Parameter Choices. When you click on the search field (in Searching Client), all indexed values for the search field are displayed in the picklist. The Searching Client user can select a value for the search.

The maximum number of entries allowed in the picklist is set using Maximum Picklist values.

image

Maximum Picklist values

When Provided from a Picklist on the field is selected, enter the maximum number of entries allowed in the picklist.

Maximum value: 5000.

Use Linked Field’s allowed values

When selected, any configured Allowable values for the linked Data Definition field or Custom Field Type are listed. When you click on the search field (in Searching Client), all the allowable values configured for the search field (in the Data Definition or the Custom Field Type) are displayed. The Searching Client user can select a value for the search.

Provided from list:

When selected, enter search choices in the value text box. When you click on the search field (in Searching Client), the values entered in the list are displayed. The Searching Client user can select a value for the search. See Table 101 below, for more information.

 

The Current Search Parameter Choice Values buttons are described in Table 104.

Table 104. Terminology: Current Search Parameter Choice Values Buttons

Term

Meaning

image

Type in a Search Parameter Choice entry, then click the Add button or press Enter to add the entry to the list.

image

Select a Search Parameter Choice entry from the list, edit it as necessary then click the Update button to save the changes to the value in the list.

image

Select a Search Parameter Choice entry from the list, then click the

Delete button to delete the entry from the list.

image

Import Search Parameter Choice entries.

image

Select From a text file to import the Search Parameter Choice

entries from a text file.

Select From the clipboard to import the Search Parameter Choice

entries from the contents of the clipboard.

image

Export Search Parameter Choice entries. Click Export to open a Windows directory navigation pane. Enter a name for the text file in which you want to save the allowable values and select a folder in which to save the text file. Click Save the text file, or Cancel to exit without exporting the allowable values to a text file.

image

Sort the Search Parameter Choice entries alphabetically. Use this button if you want the entries to be sorted alphabetically.

However, if you want the entries to remain in the order in which you entered them (for example, days of the week) then do not use this button.

  • Was this article helpful?