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 open, move, resize, and sort your results for 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.
...
- Search Results Document List – A grid (table) with a header row and indexing data presented in columns and records presented in rows. This may also include View tabs above the header row. 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 Page Navigation Bar – Below the List is the Status Page Navigation 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 Toolbar – To the right of the Document List in Grid View is the Grid Toolbar, with three items to choose from:
From here you- You can configure how the columns of Index Field values display
- from the Grid Menu
- History –
- Archive History lists the history of actions taken on all
- current and past records in
- the Archive.
- Document History –
- Document History lists the history actions taken on a single selected document
- .
Move Through the List of Results
Use the scrollbars to move horizontally or vertically through a page of results . Use the Status and use the Page Navigation Bar at the bottom to move though through more than one page of results, if there are any.
Change How Results
...
Display from the
...
Header Row
In the Grid View, the header row of the table contains tools for selecting and sorting records and for arranging columns of indexing dataresults, as well as labeling the Index Fields assigned to a column.
In the top-left cell is the is the Select All/Unselect All checkbox. Use this to select all of the results on a given page. (If you need to select every results, first make sure that you have set the records per page large enough to get your results on a single page.)
From here you can reorder rows and resize columns to quickly customize how you view your data. Your settings persist for each Archive, are saved to your browser cache, and only affect your personal user settings.
Column Header Cell
You can change your user preferences for how your Search returns are presented. If you do so, your new settings will remain for that Archive Search until you change them. You can use the Reset Layout (
) icon in the Column Settings sidebar to restore default settings.
...
- Resize or Reorder Fields Columns – Drag Place your mouse cursor over the side of a header row cell and, when your mouse cursor turns into a double-arrow Move cursor, 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). To change the column order, select a column header and drag it into a new location. 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.
From the second row on down, one record is displayed per row:
- The first cell is the selection checkbox.
- The next cell contains the Thumbnail Preview icon. This is contextual; which thumbnail is displayed depends upon the type of document for that row. Place your mouse pointer over the icon to view a Thumbnail of the first page of the actual document.
- Remaining cells contains the indexing data (if any exists) for each available Index Field. Which Fields appears depends upon the Archive.
- Resort Rows – Click a column header to sort results. A small black up arrow appears to indicate that results are sorted in ascending alpha-numeric order of the data in the selected column. Click the column header again to resort in descending order, indicated with a small down arrow icon. Click a third time to clear the sort. To do additional secondary sorts, hold down your Shift key while clicking on other Index Field column header cells. Numbers will appear next to the small arrows to indicate which sort columns are primary, secondary, tertiary, etc. To clear the sort, either click the arrow again in each header cell or click Reset Layout, which is found in the Grid Menu.
Column Menu
For each column, you can use the Column menu Menu to customize your results. To view the Column menuMenu, click on the small down arrow arrow (
) in the header cell of the selected column. Menu choices include:
...
Hide and Pin Columns of Fields
- Hide Column (X) – Click to hide selected columns. (Use Show All Columns found in the Grid Menu, to unhide itthem).
- Pin Column to the Side – Click Click Pin Left Left or Pin Right to pin the selected column to the side of the Search Results Pane. You can scroll around the results, while keeping the column visible. Contextually, Pin Left (<) or Pin Right (>) disappears from the menu after it’s selected and Unpin (
) appears in its place.
View Tabs in the Grid View
Add intro... For example, now you can search for invoices with invoice amounts over $1000 in then click a “New” tab to see only those invoices that are both new and over $1000.
...
Monitor Audit Trails
Add info. SY: “Need to know who’s doing what to your documents? GlobalSearch 4.5 delivers a new Audit Trail view that gives you immediate insight into who viewed, edited, emailed, or moved a document, and provides convenient filtering and export options for making even greater use of that data.”
Search Results Pane
Drag to reorder and resize. Pin/Unpin. Column Heading menu: Sort Ascending, Sort Descending, Hide Column (this does not toggle to restore. Instead, go to rt menu > Columns > Unpin All Columns), Pin Left, Pin Right.
In the Search Results Grid View you can:
- Hover over a transaction to see a thumbnail preview of your record.
- Sort your results by one or more columns in ascending or descending order.
- Pin or hide columns of data as needed.
- Edit information from the table. Update multiple record at once with the quick search and replace feature.
- Select View Tabs for a quick “snapshot” of document activity, with the number of documents found displayed for each color-coded tab.
- Hide the Archives Pane when you need more search results viewing space and unhide to navigate your Archives. Just click the new Archive icon in the Search Results menu.
- Open documents by double-clicking on them or from the new Open Documents option in the Actions menu. Set the documents to open in the same browser window or on their own tabs; your choice.
The documents appear in the Document List in descending order of date entered into GlobalSearch. To rearrange the order, click on one of the column header. To rearrange the order of the columns, drag a column header to the right or left to a new position. The new column position will be preserved [MN1] as part of your user profile on your local machine and will be retained upon return to that Archive. To resize a column, position you mouse pointer on the column border between column headers and when the mouse pointer becomes a double-headed arrow, drag or double-click to move the column border.
For quick views and changes, you can view and edit from right in the Search Results List (arranged how you like it). For more detailed use, you can bring selected documents and their indexing data to another interface, such as the Document Viewer, or Excel spreadsheet.
Customize How Your View Data from Search Results
- 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 pagesso that you may clear the setting.
Reorder Rows of Records
Rows appear in descending order of date entered into GlobalSearch, by default. You can sort the order based on indexing data, if you want.
- Change Sort Order – Click Sort Ascending (
) or Sort Descending (
) in the Column Menu to sort the records into ascending or descending order, based on the values in the selected columns. If you click either, the contextual Remove Sort (X) menu item appears so you may clear your sort selection.
Select Records from the List
Use the selection checkboxes to select records in the Search Results Document List. Toggle the checkboxes to unselect the records. Note that you can select records on different pages of the List, however, only documents selected from the page you are currently viewing are impacted by document actions. The documents on other pages will not be affected, even if you have selected them. If you need to act on records that appear on different pages, first gather all of the records on the same page. (You can configure a large single page of results from the Page Navigation Bar.)
- To select all of the records on a given page, click the Select All checkbox, found in the top-left cell of the table on every page of results.
- To select every result in the List, first set the records per page number large enough to get your results on a single page, and then use the Select All checkbox.
- Click on the checkbox to the left of an individual record to select it. You can select additional records as well. To quickly select multiple records in consecutive rows, use the standard SHIFT + select function.
Edit Indexing Data in the Grid
With your search results arranged the way you want them, you You can quickly update your records indexing data right from the list List without opening the 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 Refer to Documents Menu Bar for details on editing data in cells.
) Note that you must have Modify Data permission for the Archive to edit from the Grid View.
Monitor Audit Trails
You can view the Archive History and Document History of actions taken records in the results. Actions such as who has viewed, edited, emailed, or moved them, and when. These Archive and Document Histories can be exported to another application.
Child pages (Children Display) style h3