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Draft.

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 sort your results by one or more columns 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 information.

View and Sort Results in the Grid View

From the Search Results Grid View, you can reorder rows and resize, pin, or hide 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.
  • 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.
  • Sort by Columns – Click the small down arrow (chevron) icon to see the column menu:
    • Sort Ascending and Sort Descending –  Click to sort the records into ascending or descending order values in the selected columns. If click either, contextual Remove Sort menu item appears so you may clear your sort selection and then disappears.
    • Hide Column – Click to hide selected columns. (Use Show All Columns to unhide it).
    • Pin Left and Pin Right – Pins the selected column to the side of the Results Pane. You can scroll around, but it stays there, like Excel behavior. Contextually, Pin Left (<) /Pin Right (>) disappears from the menu after it’s selected and Unpin () appears.

      

    1. Results Priority – Fix wording. Clicking the column header produced a small black up arrow w/a number.
    2. See Thumbnail Previews – Hover over the small thumbnail icon in the second column to view a thumbnail of the document’s first page.

Column Menu

Dup of above...fix this... Need info here… To sort your stuff from the Column menu,…  Select the header for a column of data in the Search Results Document List and choose from a variety of ways to view your results:

 

  • Sort – You can…
    • Sort Ascending (up arrow) – Click the Sort Ascending icon to…
    • Sort Descending () – Click the Sort Descending icon to…
    • Remove Sort (  ) – Click the Remove Sort icon to… contextual menu option…
    • Hide Column ( X ) – Click the Hide Column icon to…
    • Pin – You can…
      • Pin Right ( > ) – Click the Hide Column icon to
      • Pin Left ( < ) – Click the Hide Column icon to
      • Unpin ( X ) – Click  contextual menu item.

View and Filter Archive Histories

Add intro.  The Archive History filter opens Archive History box. (enter one of the filter types listed to the right to filter out those type. Does not work on words in the History list, only the designated filter types), then list of steps taken. The Archive History list is sorted from most recent changes to oldest. 

Note that using the Archive History filter requires View History permissions.

  1. To view a history of actions taken on an Archive, click the Archive History () icon.
  2. In the History list that appears, choose from the following:
    1. Export History () – Show or
    2. Refresh () – Click to refresh the history.
    3. Arrange ?? – Use the ?? (up/down arrows) to move the rest of the choices into view. Click one to filter those type out of the list. Click again to restore.
    4.  
  3. Click the Close (X) icon to close the Archive History.

View the History of an Archive

Filter the Archive History

View and Filter Document Histories

The Document History List shows the history of a single selected document. It is displayed as a list of actions taken on the document in a single page, sorted from most recent changes to oldest. You can click on the history action icon in each step to hide it, if you need more space to view a list entry. (Click the entry again to toggle the icon back into view.)

Note that using the Document History filter requires View History permissions.

View the History of a Document

  1. To view a history of actions taken on a document, click on the Document Thumnbail icon for the selected record. (The icon is contextual and depends on the document file type.)
    You will see a message if no document was selected or if there is no history for the document yet.

  2. Click Document History () in the Grid Menu, found to the right of the Document List, or click Grid Menu () and click Document History from there. Once the Document History pane is open, you can simply click on another Document Thumbnail icon to view the history of another document in the Searh Results List.

 Filter the Document History

  1. To filter to a shorter, more focussed list of actions, enter all or part of a type of history action in the Document History Filter text box.
  2. In the Document list that appears, different icons are shown to represent steps in the document's history. Hover your mouse pointer over the icon to see the name of the step. Use the Up and Down arrows to scroll through the list of actions. Click on an icon to filter that type of action out of the Document History. Click again to remove the filter. (The icon will be greyed out to let you know that it is being filtered out of your results.) 
    Actions may include:
    • Document Viewed () – Shows the Document Viewed icon, the username of the person who performed the action, and the date/time that the action was performed.
    • Document History Toolbar:
      • Export History () – Click to export the entire history of the document to a CSV file. This will include: DatabaseID, DocumentID, ArchiveID, OldDocID, OldArchiveID, and ConnectionString. Use Export History to retain a history log for documents in a spreadsheet, for example.
      • Refesh – Click to ______
      • FILTER_ALL_ON (funnel) – Click to ______
      • FILTER_ALL_OFF (funnel + X) – Click to ______
      • Annotations () – Click to remove Annotation steps from the list.
      • Appended (+) – Click to remove Appended steps from the list.
      • Check-in/Check-out () – Click to remove Check In or Check Out steps from the list.
      • Converted () – Click to remove Convert to PDF steps from the list.
      • Copied () – Click to remove Copy steps from the list.
      • Deleted () – Click to remove Delete steps from the list.
      • Email () – Click to remove Email steps from the list.
      • Exported () – Click to remove Export steps from the list.
      • Indexed (box with arrow inside) – Click to remove Index steps from the list.
      • Moved (folder with arrow inside) – Click to remove Move steps from the list.
      • Printed () – Click to remove Move steps from the list.
      • Published/Unpublished () – Click to remove Publish or Unpublish steps from the list.
      • Replaced/Updated () – Click to remove Replaced or Updated steps from the list.
      • Viewed () – Click to remove Viewed steps from the list.
      • Versioning (connected lines) – Click to remove Versioning steps from the list.




  

  1. Click the Close (X) icon to close the Document History.

   

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.”


Customize How Your View Data from Search Results


This opens a contextual menu or list to the right of the Document List when in Grid View whose options depend upon which Grid View action was selected.


Search Results Pane


Add info.        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.

Grid Menu

  1. To select column display options, click the Grid Menu () icon.
  2. Click the Columns (three thick bars) icon to open the Columns menu and choose from the following:
    1. Column Visibility – Show or hide columns in the Grid View by clicking Visibility (), which is on by default, or Hide (add icon). Show or hide all columns in the Grid View by clicking Show All Columns (), which is on by default, or Hide All Columns ().
    2. Column Pinning – Pin a column to the right-hand or left-hand side of the Document List so that the column is always visible when scrolling across rows. Off by default, click the Pin (thumbtack) icon to pin a column and the Unpin All Columns () to clear pinning from the Document List.
    3. Column Width – Resize column widths based on the data in the cells using the Fit to Column Width (), Restore Columns ( 3 thick vertical stripes) icons.
  3. Click the Close (X) icon to close the Grid menu.



 



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