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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.


Basic Search info:  Search is at the heart of GlobalSearch. Search is used for two reasons: a) to make it easy to find documents, using various different methods and b) secure data and documents from being viewed, edited, or exported by unauthorized personnel. So, it makes it much easier to use your documents while keeping them secure.

The parts of the Search Results Grid View: Explain the default view, with cells in the results, Then explain that you can change this default view.

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.

Each record returned by the Search is presented in a row. Archive Index Fields are presented in columns.

Hover over the small thumbnail icon in the second column to view a thumbnail of the document’s first.

Change How Results Display 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.
  • Results Priority – Click on a column header and a small black up arrow appears w/a number.

Change Using 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.


      

Columns Settings

Add info.

View and Filter Archive Histories

The Archive History List shows the history of documents in an Archive. It is displayed as a list of actions taken in the Archive 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. 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 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.  
  3. Click the Close (X) icon to close the Archive History.

View the History of an Archive

  • To view a history of actions taken on an Archive, click Archive History () in the Grid Menu, found to the right of the Document List, or click Grid Menu () and click Archive History from there.

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 Thumbnail 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 Search 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.    Fix list numbering.

   

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.”


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

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.

 [MN1]Cali tested Megatron, and it does. Each preferred setting is by Archive.


Change How Records Display

When you need to take a reconfigure how records display in a Search Results, you can use the Grid Menu.

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.


 



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