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 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.

Getting Started with Search Results in Grid View

After you have run a Search, the results appear to the 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 results of an Archive Search are presented in an interface with different areas:

Search Results Document List – 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 – From here you can configure how the columns of Index Field values display using the Grid Menu, found to the right of the List.
Archive History – Also found to the right of the List, this shows the history of actions taken on all the records in an Archive.
Document History – This shows the history actions taken on a single selected document, and is found next to the Archive History.

Move Through the List of Results

Use the scrollbars to move horizontally or vertically through a page of results. Use the Status Bar at the bottom to move though more than one page of results, if there are any.

Change How Results Appear from the Header Menu

The Grid View Header Menu is found at the top of the table. From here you can reorder rows and resize columns to quickly customize how you view your data.

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.

In the Grid View, the top row contains the header information to identify the Index Field assigned to a column and the Header Menu.

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.

Change How Results Dsiplay From the Column Menu

For each column, you can use the Column menu to customize your results. To view the Column menu, click on the small down arrow () in the header of the selected column. Menu choices include:

Change Sort Order – Click the Sort Ascending (down arrow + lines) or Sort Descending (up arrow + lines) – Click to sort the records into ascending or descending order values in the selected columns. If you click either, contextual Remove Sort menu item appears so you may clear your sort selection and then disappears.
Remove Sort (X) – Click the Remove Sort icon to… contextual menu option…
Hide Column (X) – Click to hide selected columns. (Use Show All Columns to unhide it).
Pin Column to the Side – Click Pin Left or Pin Right to pin the selected column to the side of the 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.

View Tabs – New to the web client, in the Grid View …
“Tabs are only available on the grid. If “Display View Tabs” is on (set by admin) and view tabs are set with the correct colors in web admin, tabs will be shown. The tabs should contain the name, and number of records. The color representing the tabs will show in the bottom border of the tab.

If no tabs are expected, the entire space will be taken up by the grid.”

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 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.

Search Results in the Grid View