Use the advanced search

The full text search looks through all metadata that your content has and returns content that matches the entered search term(s) in any metadata field. The full text search field is located in the header bar.

1. Enter one or multiple search terms into the field.

   Search terms and phrase search

   Search terms are divided by spaces, so if you enter three separate words into the search field, the system will interpret them as three single-word search terms.
   An exception to this rule are multi-word phrases. If you put multiple words in quotation marks (" "), they will be interpreted as a single search term.

   By default, you can include up to 10 search terms. After you've entered 10 distinct search terms, any additional characters will be appended to the last search term you entered.
   
   Use case example: We recommend using phrase search for getting the correct search results for Asset Type names consisting of multi-word phrases.

2. Press ENTER on your keyboard to start the search.

3. The result list shows all objects that contain the search term(s) in any of their metadata.

   If you want to restrict the full text search to specific types of metadata, you can exclude certain field types from the search with the search options menu .

4. In the filter bar, a small chip appears and shows all entered search terms and the number of results that was found for each term:
   

   Additionally, you can combine the full text search with other filter widgets:
   

5. Navigate between seeing search results for assets or collections in the result list:
   

6. The found assets are sorted by the "Relevance" column in the result list. You can find information on how the relevance is calculated below.

   The "Relevance" column is only available in the "Assets" tab of the result list, not in the "Collections" tab.

In addition to searching for objects by any metadata with the full text search, you can search by specific information fields or file properties using the filter widgets.

To select and activate a filter widget, follow the steps below:

1. In the search panel, click the button at the bottom of the panel to access all available filter widgets.

2. Select the ones you want to use by turning their toggle button to the "on" position:
   

3. Click this button to return to the search panel and add criteria to your selected widgets:
   

4. In the search panel, expand each selected widget to add filter criteria and thereby activate the widget.

5. Depending on which type of information field the filter widget represents, add search criteria in different ways:

   • For number, localized, or non-localized text or text area fields, enter a search term in the widget's search field and click "Add":
     

   • For drop-down and referencing fields, check one or multiple options to search for them:
     

     You can use the "Search" field to narrow down the options you can see, or select all available options. If more than 200 options are available, the "Select all" checkbox is disabled.

     Additionally, you can open a collection picker with all available collections with the button next to the search field. The collection picker makes it easier to pick the right collections by showing the collections within their larger hierarchy.

   • For asset or collection types, check one or multiple options to search for objects with the corresponding type:
     

   • In the special widget "Search in collections", check one or multiple collections to search for assets linked to those collections. You can also choose between searching in the current collections or in the current and all their child collections:
     

     You can select a maximum of 1000 collections from the list. If you select more than 1000, the widget won't return results anymore. Only explicitly selected collections are counted.

     You can use the "Search" field to narrow down the options you can see, or select all available options. If more than 200 options are available, the "Select all" checkbox is disabled.

     Additionally, you can open a collection picker with all available collections with the button next to the search field. The collection picker makes it easier to pick the right collections by showing the collections within their larger hierarchy.

6. Optionally change the criteria combination for each individual widget. Use "OR" to look for any of the chosen criteria, "AND" to look for all and "NOT" to exclude the chosen criteria from the search.
   

   The default criteria combination is "OR", so objects which match any of the chosen criteria will be returned.

7. Optionally change the filter widget options for each filter widget:
   

8. The filter for each widget is applied. In the filter bar, you can see the applied filters. In the result list, you can switch between viewing asset or collection results:
   

   If you are currently viewing the search results for assets, but have active filter widgets that cannot be applied to assets, such as "Collection ID", these filter widgets will be shown as inactive in the search panel and filter bar. The same is valid for asset-only widgets while in collection result list. When hovering over the inactive widget, a "widget disabled" message will appear.

9. The found assets are sorted by the "Relevance" column in the result list. You can find information on how the relevance is calculated below.

   The "Relevance" column is only available in the "Assets" tab of the result list, not in the "Collections" tab.

Depending on what type of information field it represents, a filter widget offers multiple field selection options:

• Check box fields: For check box fields, you can choose whether the check box should be checked or not:
  

• Date fields: For date fields, you can pick the following options (Single value is the default):
  

• Number fields: For number fields, you can pick the following options (Single value is the default):
  

• Referencing fields and localized fields: For collection-referencing fields, you can pick the language in which the search term should be matched:
  

  Default value of the language chooser

  The default value of the language chooser is set by a power-user in the Content administration. It can either be set to the current application language, or to a specific, fixed language.

  If the chosen language is not available for the field that is being searched, then the default will either fall back to your chosen application language or the application's default language.

• Single- and multi-line text fields: For text fields, you can pick the following options (Contains is the default):
  

  Depending on your server configuration, either the "Start with" option or the "Contains" option is available. Only one of these options is available at a time.

In the search panel, the filter combination menu allows you to change how active filter widgets work together to return matching objects:

• AND combination: The search returns all results that match ALL filter widgets' search criteria.

• OR combination: The search returns all results that match ANY filter widgets' search criteria.

A practical example

You have some pictures of furniture in your system. These assets can have multiple values in their "Material" field, but only one value in their "Product Category" field. You want to search for the Material "Wood" and you want to search in the Product Categories "Chairs" and "Tables". Depending on the filter and criteria combination, the results differ:

• Filter combination is "OR" and Product Category's criteria combination is "OR": Here, you look for all assets which are either made of wood OR which are either chairs or tables. The search returns all wooden furniture (regardless of Product Category) as well as all chairs and all tables (regardless of Material).

• Filter combination is "OR" and Product Category's criteria combination is "AND": Here, you look for all assets which are made of wood OR which are both chairs and tables. The search returns all wooden furniture (regardless of Product Category), because no assets are both chairs and tables.

• Filter combination is "AND" and Product Category's criteria combination is "OR": Here, you look for all assets which are made of wood AND are either chairs or tables. The search returns all wooden chairs and all wooden tables.

• Filter combination is "AND" and Product Category's criteria combination is "AND": Here, you look for all assets which are made of wood AND are both chairs and tables. The search returns no results, because no assets are both chairs and tables (regardless of Material).

In the filter bar, you can see all applied filter criteria as little filter chips. On mouse-over, you'll see the filter widget they belong to:

In the above example, the "Document" criterion for the "General" filter widget and the "5 - 100" criterion for the "Pages" filter widget are applied.

To directly open an active filter widget in the search panel, click on a filter chip in the filter bar. The widget will be expanded and ready for editing.

Deactivate the active widgets and criteria:

• In the filter bar – Click on an individual filter chip's x button on the right side to remove that criterion, or click "Clear all" to remove all applied criteria. These actions will reset the search, but the selected filter widgets will still remain in the search panel.

• In the search panel – Click on the filter widget's x button to remove a single widget from the selected widgets list, or expand a widget and click "clear" if you want to reset the search criteria, but still have the widget in the search panel.

Deselect all filter widgets:

1. Click the "Manage widgets" button at the bottom of the search panel.

2. Click on "Reset filter list to default widgets".

3. All widgets, except the ones configured as default, get deselected and removed from the list of selected widgets.

   You can also deselect the default filter widgets, if you have them configured, by clicking the x button next to their name.

Clear the full text search:

To clear the full text search you need to either use the icon in the search chip or use the "Clear all" button. Note that "Clear all" will also remove all active criteria from other filter widgets.

To exit the Advanced Search, simply click one of the other system bar buttons to go to the Dashboard or Explore View.

When you leave the Advanced Search, you will see your previous view. Your Advanced Search configuration (active search widgets and criteria) will be saved until the next time you open the Advanced Search, so you can continue where you left off.

Any search terms you entered into the full text search before leaving will still be present in the full text search field on the page you navigated to (either Dashboard or Explore View).