When you run a Search, the results appear in the Search Results Document List. This is a list of all documents that meet your search requirements. From there you can adjust how the results are displayed. You can sort the list and reorder the columns to more easily locate specific documents.

You can choose from two different views of your results, Grid View and Thumbnail View. Grid View is the more compact View, where results display can be customized, data can be edited, and the history of actions taken on a record can be viewed and exported. Because it is compact and versatile, it is the default View. Thumbnail View displays a larger Thumbnail preview and (generally) a smaller list of Fields. It is useful when you need to skim through documents for a visual clues before selecting. You can switch Views whenever you need to from the User Settings.

Document List in Grid View

View Tabs

View tabs are used to control how results are grouped in the Document List. They could be used, for example, to search for invoices with invoice amounts over $1000 and then click a “New” tab to see only those invoices that are both new and over $1000. View tabs are only available in Grid View and only if the administrator has enabled the feature. Tabs display the label and color assigned to the View and the number of records returned for that tab for the Search.

Header Row

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 and select documents in the List.

Results Rows

Below the the header row are the results, displayed as one record per row. Rows appear in descending order of date entered into GlobalSearch, by default. The first cell contains the Select Document checkbox for the record and the next contains its Preview Thumbnail icon. Preview icons are contextual; which type displayed depends upon the type of document for that row. Remaining cells in a row contain the indexing data (if any exists) for each available Index Field. Which Fields appear is contextual as well. Fields may be moved, resized, or hidden, depending upon how you configure your Search Results.

Preview Documents

Preview Thumbnail – If you need to know the file type of your documents, use the Preview Thumbnail icons as a quick visual indicator. (You could also use an Index Field for the document file type and view that data in the results.)

Preview Thumbnails
PDF
TXT, RTF, XML
TIF, TIFF, BMP, JPG, JPEG, PNG, GIF, DWG
ZIP, RAR
DOT, DOC, DOCX
EML, MSG
PPT, PPTX, PPSM
All others
CSV, XLS, XLSX

Document Thumbnail – Place your mouse pointer over the icon to view a thumbnail of the first page of the actual document.

Select Documents

You can enable one or more Select Document checkboxes and use the features in the Actions Menu, including moving, copying, deleting, emailing, exporting, and opening. Double-click on a cell to open the record in the Document Viewer. Once selected, you can choose to open a record in its own browser tab (the default) or in the current tab.

Document List in Thumbnail View

When in Thumbnail View, records in the Document List are displayed one at a time, each in its own box (called a "card"). Each card has a Select Document checkbox, a thumbnail of the first page of the document, and text boxes containing the indexing data (if any exists) for selected Indexing Fields. (By default, these are the first six Index Fields, but you can change how many show in the User Settings.)

As in Grid View, you can enable one or more Select Document checkboxes and use the features in the Actions Menu. You can also double-click on a document thumbnail to open the record in the Document Viewer.

Faster Results in Your Browser

Filter results. Search results in the Grid View and thumbnails in the Thumbnail View "lazy load" the results to your browser, so that top results appear as soon as possible. If you have a Search that returns a lot of records, consider setting less results per page and also consider filtering out unneeded records when searching.

Open only the documents you need to view. Keep in mind when you open your documents in the Document Viewer, that every selected result will open in its own browser tab. If you select all 300 documents in your results, for example, you will need to decide if you want 300 additional browser tabs to suddenly appear.

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