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Tree View: Depot Selected

Select a configured Depot from the tree view. If required, expand the Depot (depot number 1 in this example) to see the Data Definitions used to index data stored on the selected Depot.

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Right-click on a Data Definition and select Properties from the menu to display the properties of the selected Data Definition.

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Select either a Depot or a Data Definition in the Storage tree view.

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Click Start Searching The Depot. The Depot Data is displayed. The Depot can be explored or searched for data.
Expand the date tree and select the dates you want to search. Hold down the Ctrl key while clicking on multiple years, months, dates or times to select multiple dates or times.

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Click the Start Search button to start the search of the Depot.

Note: When the Depot is set to non searchable (see “Make Non Searchable/Make Searchable” ), the Start Search button is dimmed and unavailable.

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Refresh Button

Click the Refresh button to update the display of the Depot Data information.

Explore Depot Button

Note: The Search Depot/Explore Depot options are only available when a Depot is selected in the tree view.

When the Explore Depot is selected, a tree view is displayed on the Storage tab. Click the + icon next to a year to expand it. Continue expanding the tree clicking the + icon next to the month, date and time, as required. You can select an item in the tree view and click Start Search at any time.

Click the Start Search button to display the documents stored on the selected Depot which were stored on the Date selected. For example, if you select the year 2011 and click Start Search, all documents stored in 2011 are displayed. If you select the year 2011 and then the month June, all the documents stored in June 2011 are displayed.

The search results are displayed on the right, with the selected file displayed in the top half of the pane and the list of search results below. Select a search result to display the document in the top half of the pane.

To view more information about your selected result‘s properties, see “Document Properties”.

For information about copying a cell, copying a row or selecting a row, see “Copy Search Results”.

Search Depot Button

Note: The Search Depot/Explore Depot options are only available when a Depot is selected in the tree view.

Note: It is not possible to Search a Depot if it is not searchable. See “Make Non Searchable/ Make Searchable”.

Select Search Depot by clicking on Explore Depot and selecting Search Depot from the drop- down list.

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Click on the triangle at the end of the text How do you want to search? to display the options.

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Two options are displayed.

  • Select Choose Search Template if you want to use search fields from the selected Search Template for the search. This will also allow you to search for Auditable fields and Content Full Text fields (if configured). Select a Search Template and click OK.
  • Select Choose Data Definition if you want to use Index fields from the selected Data Definition for the search. This will allow you to search for fields which might not be displayed in any of the Search Templates. Select a Data Definition and click OK.

Search fields are displayed for the selected Data Definition or Search Template.

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If available, select a Document Version Search option (override).

Note: When a Search Template is selected and the Document Version Search is set to None, the following options are not displayed.

 

When a Search Template is selected and the Document Version Search is set to one of the following options, that option is selected by default.

 

When a Data Definition is selected which has the option Allow Document Versioning selected, Latest Version Only is selected by default and the option Latest Published Version Only is not available.

 

When a Data Definition is selected which has the option Allow Document Versioning cleared, the following options are not displayed.

  • Latest Version Only – only the latest version of a document which matches the search criteria is returned in the search.
  • All Versions – all versions of a document which matches the search criteria are returned in the search.
  • Latest Published Version Only – only the latest version of a document which matches the search criteria is returned in the search. This option is only available when a Search Template is selected.

Enter the search string in the required fields or click on the field name to see a picklist of values. Click the Start Search button to begin the search.
Keywords can be used to search the Depot. See “Date and Time: Keyword Syntax” for details on how keywords can be used with Date and Time fields.

Click the Start Search button to display the documents stored on the selected Depot which meet the defined criteria.

The search results are displayed on the right, with the selected file displayed in the top half of the pane and the list of results below.

Note: If an Index field does not have the Is Stored option selected (see “Is stored” ), no data will be found when you search for it on the Depot.

Retrieve Documents/Retrieve Files

In DataStore®DSX, a file (indexed with a Data Definition with boundary conditions defined – see “Document Boundaries – General Details”) which has no boundary conditions is a single document. However, a file indexed with the same Data Definition which has several boundaries consists of several documents.

When Retrieve Documents or Retrieve Files is selected and the Depot is Explored, documents or files are returned in the results. Returned documents and files can then be deleted – see “Delete Selected/Delete All Buttons”.

Returned files can also be re-indexed – see “Re-Index Selected/Re-Index All Buttons”.

Storage Search Results

When the search is completed, the results are displayed in a grid on the right. The selected document is displayed. When a document-level search is performed, thumbnails are displayed.

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Navigation Buttons

Navigation buttons allow you to move between search results and, when a document-level search is performed, between pages. See “Search Result Navigation Buttons” for more information.

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Document Properties

To view more information about your result hits (for example: VIDI, Version, File Type, File Location, etc.) right-click one of the results and, in the newly displayed drop-down list, choose the Properties option.

For information about copying a cell, copying a row or selecting a row, See “Copy Search Results”.

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The selected document’s properties are displayed in the Document Properties window.

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The Document Properties are described in Table 144.

Table 144. Terminology: Document Properties

Properties

Values

Information

Version-Independent Document Identifier

Unique identification number assigned to the document

Version

Version number of the selected document

File Type

Type of document (Plain text, docx, pdf, etc.)

File Location

Path to the file's location

Depot Name

Name of the Depot on which the document is stored

Device Name

The name of the Device on which the Depot is located

Data Definition

The name of the Data Definition the document is indexed against.

Resource Centric Audit

Date Added

Date and time the document was created

Created By

Username of the person who created the document

Created On

Name of machine on which the document was created

Date Committed

Date and time the document was stored

Committed By

Username of the person who stored the document

Committed On

Name of machine on which the document was stored

Last Modified

Date and time the document was last modified

Modified By

Username of the person who last modified the document

Modified On

Name of machine on which the document was last modified

Document History

Select a result and click the Document History button to see a list containing the document versions, the names of the users who created them, the name of the Data Definition used to store each document and the revision of the Data Definition used.

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Click Close to exit the window and return to Management Studio.

Note: The Document History option is only available when Explore Depot is selected.

View Document

Select a version and click View Document to open the selected version. Word, PowerPoint and Excel documents are opened in the appropriate application. Other Office documents and PDF documents are downloaded.

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Select Open to open the selected document, Save to save the document on your machine or Cancel to return to Management Studio Client without viewing the selected document.

Delete

Select a version and click Delete. The selected version is deleted.

Note: If a version of the selected document are checked-out in Searching Client, you cannot delete any of the versions.

Unlock Document

Click Unlock Document to unlock the selected document. A document is locked when a user has checked out a version of the document in Searching Client. When you unlock a document, you revert the user’s changes and check in the document version to Searching Client.

Caution: Unlocking a document will discard any changes made to the document which have not been checked in.

Delete Selected/Delete All Buttons

(Available when Retrieve Documents and Retrieve Files is selected.)

Stored documents and files can be deleted from a Storage Depot.

Caution: Deleted items cannot be recovered.

Locate the data you want to delete by clicking either the Explore Depot button or the Search Depot button, see “Explore Depot Button” and “Search Depot Button” for more information.

To delete a single document or file, select the document or file you want to delete and click the Delete Selected button. A confirmation window is displayed asking you to confirm that you want to delete the selected result and warning you that deleting results cannot be undone.

Click Yes to delete the result – a window is displayed confirming the data file has been successfully deleted – or click No to cancel the deletion.

To delete all the documents or files listed, click the Delete All button. A confirmation window is displayed asking you to confirm that you want to delete all the data associated with the current search results and warning you that deleting results cannot be undone. Click Yes to delete the search results. The search results display is refreshed to show all the files have been deleted. Or click No to cancel the deletion.

Note: When files are deleted from a Depot, the folder structure remains.

Re-Index Selected/Re-Index All Buttons

(Available when Retrieve Files is selected.)

Re-indexing enables you to select files stored on a Depot, select a Data Definition and then index the selected files with the selected Data Definition. (The Index data from the initial Indexing is replaced with the new data.)
To re-index just the one file which is currently selected in the results grid, click Re-index Selected.
To re-index all the files returned (and listed in the results grid) when you explored the Depot, click Re-index All.
The following window is displayed.

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Note: 

Re-indexing requires the use of Data Definitions with at least one Content field. That is, at least one Index field value must be obtained by automatically extracting the value from a text or PDF file. (See “Values are extracted automatically (not externally provided)”.)

 

The Data Definitions displayed are the names of Published Data Definitions. If you have changed a Data Definition’s name but have not yet Published it, the old name will be displayed in the list.

 

Only Data Definitions which are allowed to store data on the selected Depot will be displayed in the list of Data Definitions. (See Table 141 "Terminology: Add New Depot – Data Restrictions Tab".)

 

When the Data Definition used to re-index the search results has the option Store content for full text searching selected, there will be a slight delay until the results are available for full-text searching again.

Select an option to determine the Data Definition used to re-index the files:

  • The current Data Definition (the Data Definition against which the file is already indexed)
    • The selected files are re-indexed using the latest version of the same Data Definition as was used to Index the files.
  • The Data Definition selected from the list – Select a Data Definition to be used for all the files in the results grid.

Note: If re-indexing is performed against a Data Definition whose document boundaries have changed, all attachments and audit data will be lost.

A window is displayed showing the number of Successful requests and the number of Unsuccessful requests. If there are any Unsuccessful requests, the Data Definition might not be suitable for the data in the files that were unsuccessful.

Start Search Button

Use the Start Search button to Search or Explore the Depot (depending on the selected option) with the selected criteria. See “Explore Depot Button” and “Search Depot Button” for more information.

Note: When the Depot is set to non searchable (see “Make Non Searchable/Make Searchable” ), the Start Search button will be dimmed and unavailable.

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