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.
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 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.
- Page Navigation Bar – the List is the 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:
- Grid Menu – You can configure how the columns of Index Field values display from the Grid Menu.
- Archive 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
se the Page Navigation Bar at the bottom to move through more than one page of results, if there are any.
In the Grid View, the header row of the table contains tools for selecting and sorting results, as well as labeling the Index Fields assigned to a column. 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 – 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. To change the column order, select a column header and drag it into a new location.
- Resort Rows – 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.
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 cell of the selected column.
- Hide Column (X) – Click to hide selected columns. (Use Show All Columns found in the Grid Menu, to unhide them).
- Pin Column to the Side – Click Pin 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 so 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
You can quickly update indexing data right from the List without opening the Document Viewer. (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.