Searching the Workarea
You can search any folder to quickly locate content within it. The following sections explain how to use the Workarea search.
Searching a folder hierarchy
Searching a Folder Hierarchy
- Navigate to the folder from which you want to begin the search.
NOTE: To search the entire site, search from the top-level (Root) folder. To limit the search to a folder (and its subfolders), select it then enter search criteria.
- Click Action > Search. The Search Content Folder screen appears.
- Search Published is the same as the Site Search, except your results are only retrieved from the current folder and its subfolders. You must have read-only or greater permission for the folder.
- Advanced Search lets you expand search to include internal properties, such as last editor, date created/modified, status, and comments. See Also: Using Advanced Search in the Workarea
Using advanced search in the Workarea
Using Advanced Search in the Workarea
The Workarea Advanced Search lets you find content using information that content authors and publishers would typically know. For example, you can search for content edited by a particular author within a date range.
When performing a search, enter one or more words into the text box, select search preferences, then click Search.
You can use an asterisk as a wildcard character to stand for any character. For example, the phrase CMS*00 returns topics that include the following text: CMS400, CMS300, CMS200 and CMS100.
Your system administrator can add custom search fields that only appear if a user is logged in. For more information, see Working with Metadata.
IMPORTANT: The Advanced search finds content whether or not it is marked Searchable.
The Workarea Advanced Search finds content that satisfies these criteria.
- user has read-only or greater permission for content’s folder
- matches selected language, if site is multilingual
- satisfies criteria entered on the screen
The Advanced Search screen lets you find Ektron content by specifying the following criteria. While the fields are optional, the search only returns content that satisfies all criteria.
- content type (for example, HTML content, forms, assets)
- one or more search terms. Unlike the Search Published screen, you cannot use a query.
- to search title only, enter search text into the Title field
- to search comments, enter search text into the Comments field
- a range of created or modified dates
- the editor who created or most recently updated the content
- the content’s status
- any searchable metadata assigned to the folder
Specifying content type to search
Specifying Content Type to Search
Near the top of the screen, check boxes let you determine the types of content to search.
- Content—HTML contenttypes of content include HTML, XML Smart Forms, forms, polls, surveys, DMS documents, Office documents, multimedia, blogs, Web calandars, discussion boards, assets, and content imported from Sharepoint., blogshort for Web Logs entries, and XML Smart Forman Ektron-defined Web page that contains XML (hidden from the end user) to display content, and receive, verify, and save user input. field values
- Forms—HTML forms
- Assets—Content that is neither HTML nor XML, such as Office documents and managed files. See Also: Working with Assets in the Document Management System
- Include Archived—Content, forms and assets that were archivethe state of content upon reaching its end date. What happens next is determined by your choice at the content's Schedule tab > Action on End Date options field. Choices are * Archive and remove from site (expire) * Archive and remain on site * Add to CMS Refresh Reportd using the Archive and remove from site or Archive and remain on Site option
Specifying a search word or phrase
Specifying a Search Word or Phrase
In the Search Text field, enter one or more words that you want to find within content, forms, and assets. Entering text here is optional. That is, you can use the other fields to find content.
If you enter several terms, specify a logical relationship among them in the pulldown below the Search Text field.
- All the words—all words in the Search Text field. All Words is an “and” function. The search returns only content that has the words content and management and system. The words can be in any order within the content.
- Any of the words—any word in the Search Text field. This is an “or” function. It returns content that has at least one of the words in the Search Text field; it returns content with the word content or management or system.
- Exact Phrase—all words in the order specified in the Search Text field.
- Content ID—To find content by ID number
- In the Search Text field, enter the ID number.
- From the pulldown below Search Text, select Content ID.
- Click Search.
Specifying additional search criteriaSpecifying Additional Search Criteria
- Title—The title of the content. You can enter a partial word. For example, entering Part yields the following results.
- Multi-Hospital Nurse Executive Participation
- Ektron Partners and Customers
You can enter more than one word or phrase as long as they are in the correct sequence. The Search Text field also searches content title.
- Comments—The content’s comments, which can be inserted via the Comment tab.
NOTE: If you enter multiple terms into the Comments field, they must be in the order in which they appear in the content's comments.
- Date Created—The file’s creation date. You can enter a single date or a range of dates. The search returns content with that creation date that satisfy the other criteria.
- Date Modified—The last date when the file was modified. You can enter a single date or a range of dates. The search returns items with that edit date that satisfy the other criteria.
- Last Editor’s Last Name—The last name (surname) of the user who most recently changed the content. This is taken from the Last Name field on the User Information screen. The search returns items last edited by that user that satisfy the other criteria.
- Status—The content status. See Also: Content Statuses
NOTE: Search results display only the most recently-published version. Also,content that has never been approved does not appear.
Printing a search phrase report
Printing a Search Phrase Report
The Search Phrase Report displays terms that were entered into a Search field within a selected range of dates. You can use it to discover terms being submitted to the search.
The report is gathered from the query text of keyword-based queries. The queries include those submitted through the search field of search server controls, the keyword search API, and the Workarea’s Search Published tab.
You can narrow down the search by selecting any combination of these criteria.
- language—the language of the search page (either Workarea or website search). The user performing the search can choose a language before inserting the search text. If he does not explicitly choose a language, the search uses the default one. This report shows results from all languages or one that you select.
- a minimum number of occurrences of the word or phrase to return. For example, you only want words or phrases searched for 10 times or more during the last month.
- range of dates when searches were conducted
After entering search criteria, click Get Result.
The search results show the number of times each word or phrase that satisfies the selection criteria appears. They are arranged in this order.
- words or phrases with the most occurrences appear first
- if several words or phrases have the same number of occurrences, they are arranged alphabetically
NOTE: Search terms are added to the Search Phrase Report according to rules explained in Specifying the Frequency of Writing to the Database.