The Grid View presents your search results in a compact list to efficiently view many records at a glance. From the Grid View, you can easily move, resize, and sort your results by one or more columns of Index Field values in ascending or descending order. You can pin or hide columns as needed. You can export the results to your favorite spreadsheet application for custom reports. Use the View tabs to dynamically group information based on its workflow stage or on who a task is assigned to.With your search results arranged the way you want them, you can quickly update your records right from the list without opening the Document Viewer (with the proper permissions). Type in your updates for individual Index Fields or use the search-and-replace feature when you need to update multiple records with the same informationfor a custom view of your data. You can edit indexing data directly in the Grid and export results to reports in your favorite spreadsheet application.
Areas of
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Search Results in
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Grid View
After you have run an Archive a Search, the Search Results Document List will search results appear to display the resultsthe right of the Archives Pane. GlobalSearch defaults to the Grid View for these results, but if Thumbnail View is showing instead, you can switch to Grid View from the User Settings. The data and documents (records) are displayed in the
The results of an Archive Search are presented in an interface with four areas:
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- – A grid (table) with indexing data presented in columns and records presented in rows. As the List can have as many columns and rows as you need, it is surrounded by tools for navigating through the results, or changing them as needed.
- Documents Menu Bar – Found above the List, use the menu items to perform a variety of document actions, such as move, copy, export, or add to a Workflow process.
- Status Bar – Below the List is the Status Bar. Use this to navigation through your results. You can jump to a Search Results page, click through pages, and set how many records per page are displayed.
- Grid Menu – Configure how the columns of Index Field values display using the Grid Menu, found to the right of the List.
- Archive History – This shows the history of all documents in an Archive, with each action taken displayed as an entry in the list. The entries are presented in one or more pages, sorted from most recent changes to oldest. If you have more than one page of results, use the page carousel at the bottom of the Archive History pane to navigate through the results. Each entity in the list displays an action icon, the username of the person who performed the action, and the date/time that the action was performed. If you need to need to focus on only certain types of actions, you can click the icon for one or more entities to toggle the filter on or off for that type of action. These are contextual; each action type has its own icon.
- history of actions taken on a record.
In the Grid View, the top row contains the header information to identify the Index Field assigned to a column and the Header Menu.
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- Resize or Reorder Fields Columns – Drag the edge of a column to resize it. Drag a column to a new place in the column order and drop it into place. Settings are saved to browser storage, and can be reset via the button in the column settings (right panel). Double-click on a column to fit the entire column to the width of the content.
- View Tabs – View tabs will display, if they are configured to show. Use the View tabs to dynamically group information based on its workflow stage or on who a task is assigned to.
- Select Columns – Select records to act upon. To select more than one record: Click the column header to select or unselect all of the records on the page; enable the checkbox on multiple records; use SHIFT + select consecutive rows.
- Results Priority – Click on a column header and a small black up arrow appears w/a number.
From the Grid View, you can easily sort your results by one or more columns of Index Field values in ascending or descending order. You can pin or hide columns as needed. You can export the results to your favorite spreadsheet application for custom reports. Use the View tabs to dynamically group information based on its workflow stage or on who a task is assigned to.
Change Using the Column Menu
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- Change how records display – When you need to take a reconfigure how records display in a Search Results, you can use the View Grid Menu.
- View the history of all records in an Archive – You can view the history of actions taken on all documents in the Archive from the Archive History menu,
- View the history of indivudual records – You can view the history of actions taken on individual documents in the Document History menus.
- Navigate Through Pages of Results – If you have a lot of records returned from your Search, use the Status Bar at the bottom of the pane to set how many will appear on a page and to navigate through the pages.
Edit Indexing Data in the Grid
With your search results arranged the way you want them, you can quickly update your records right from the list without opening the Document Viewer (with the proper permissions). Type in your updates for individual Index Fields or use the search-and-replace feature when you need to update multiple records with the same information. Add info and link to Documents Menu Bar for details on editing cells.
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