Search Results Grid
Numbers in bold on this page refer to the image located at How to Search…
Search Pane
The Search Pane and results of searches in the Search Results Grid can be manipulated in a number of ways.
New searches can added by clicking on a tab [X], which allows users to perform and maintain multiple searches concurrently. To switch to an existing search, simply click on the appropriate tab. The tab can be renamed until it is closed by right-clicking on the tab header and choosing the option Rename Tab.
To modify the order of columns, simply drag them from their original location to a new order in the Search Results Grid. To sort a column in ascending or descending order, click on the column header. To perform a filter on the search results by the value of a column, click the filter button in the column header and select a filter value. To group the results, drag a column to the Drag a column header here to group by that column area in the Search Pane.
In addition, four buttons are displayed at the top of the Search Pane that give users the option to modify the visible results. By default, only a limited number of System Fields are visible in the Search Pane when a search is first returned. Toggling the All Fields button will change the view to include all fields for all documents returned in the search or revert to the original system view. To change the number of documents visible in each page click the Page Size button and select "100", "200", "500", "1000" or "Show All". To modify the Search Pane so that each column is resized to appear only as wide as is needed to display the contents of that field, click the button Best Fit Columns. Finally, there are two options available by clicking on the button Options. Selecting Card View will change the view of the results from row-based to card-based (where the information about each document is presented vertically). This option will then change to Grid View to revert the view to the Grid format. The Row AutoHeight toggle setting automatically resizes rows within the current Grid Window so that all the information in each column is fully visible. Selecting this option again will return the rows to their original size.
A video example:
Once a search has been performed, there are a number of operations that can be performed on a document by right-clicking and selecting an option from the Search Pane Context Menu.
Search Pane Context Menu
Open
This option opens the document with the default program for files with the document's extension for viewing and/or editing.
Use as Template
If the operation is valid for the document, this option will open a copy of the document as a new file template. This new file has no connection to the saved document besides its contents and must be saved into Radix DM like any new document.
Preview
The standard Preview Pane uses a proprietary engine to give users a method to quickly identify document contents from the search results Display Pane. The contents of the document are previewed in this way as simple unformatted text. To obtain a richer preview, select this option to invoke the program that is used to open files with the extension of the selected document. The richer preview will appear in the standard Preview Pane for the selected document only.
Check Out
Clicking this option brings up the Document Check Out dialog as below:
This function allows users to check a document out, locking it so that other users cannot overwrite it in Radix DM without it first being checked in by the user who checked it out. Determine the location where the document will be checked out to in the text box Checkout Location. Select a format for the names of the documents when they are exported from the option list Exported Document Names. The success of the operation for each file is shown in Status.
Check Out – Cancel
This option is only available for documents that have been checked out and only to Radix DM Administrators and the user who originally checked out the document. The operation changes a document’s check out status to the default, i.e. not checked out. Users will be able to make changes to this document as normal.
Modify
This option will bring up the Document Save window and allow the user to change related Radix DM data before resaving it.
Bulk Modify
If more than one document is being modified, users will be presented with a special wizard to guide them through the process of modifying more than one document at the same time. This option cannot be performed if the selected documents belong to more than one library group. There are two types of operations that can be performed on multiple documents: they can be moved from one library group to another, or they can have their values changed all at the same time.
To change multiple document values concurrently, select the option Change Field Value. The wizard changes to the following view:
Select a field whose value is being changed from the dropdown list Select the Field to Modify. A list of all the existing values for that field for the originally selected documents is then presented in the space available. These values are listed under Current Field Values and also by default at the section New Field Values. New values can then be set by the user which will be applied when the wizard processes the files. A new value can be left the same as the current value; these values will not be affected by the wizard. Users can opt to set a new field value to "Clear" to instruct the wizard to remove any value for the specified current value. Also, if the dropdown list Field Action next to a new field value is set to "SetAll" then all new field values will be set to the corresponding new field value. Click Next to continue the wizard.
In the next step, the wizard processes the originally selected documents, setting all the values for the chosen field for those documents with a specific field value given at Current Field Values to their corresponding new field value. The success of the operation for each file is shown in Result.
To move documents from one library group to another, select the option Change Library Group. The wizard changes to the following view:
Here users are given the opportunity to enter values for the fields in the target library group that have been identified as being new. All selected documents will contain the values specified for any field listed in the section New Field Values. Ensure that mandatory fields are given values or the wizard process will fail. Click Next to continue the wizard.
In the next step, the wizard processes the originally selected documents, moving all the documents from the current library group to the target library group. The success of the operation for each file is shown in Result.
Delete
This option is only available for documents that have not been deleted. This option marks the document as deleted, removing it from search results. These documents remain in the system until they have been purged by a Radix DM Administrator using the File Options - Purge All Deleted Files or File Options - Delete Permanently functions.
Save Current Column Widths
Users can manually adjust the visibility order and the width of fields that appear in the Search Results Grid by dragging and dropping column headers and by dragging column header borders. This ensures users can customise search results to suit personal preferences. This function saves the column order and column widths for visible columns that appear in the current search only. If a column does not appear in the current search, then details about it will not be updated.
Copy File/s
This option will copy the selected document to the clipboard. If the document does not use versioning or has a document version of 0, then the file's name will be the title of the document followed by its extension. If the document's version is greater than zero, then the file's name will be the title of the document followed by the document version followed by its extension.
Copy File Location/s
This option will copy the selected document to the clipboard. If the document does not use versioning or has a document version of 0, then the file's name will be the title of the document followed by its extension. If the document's version is greater than zero, then the file's name will be the title of the document followed by the document version followed by its extension.
Copy File/s Link (RDM)
This option will copy information about the selected document to the clipboard, appearing as the title of the selected document followed by an RDM link in the format 'rdmdocid:Doc ID'. These links can be pasted into Microsoft Office apprlications only (Word, Outlook, Excel etc).
Offfice 2003 Limitation
If using Microsoft Office 2003, the Copy File/s Link (RDM) function won’t paste if the option Word as Email Editor is not enabled. To set this:
- From the main Microsoft Outlook window, on the Tools menu, click Options, and then click the Mail Format tab.
- Select the Use Microsoft Word to edit e-mail messages check box.
UnDelete
This option is only available for documents that have been deleted. This removes the mark that signifies that the document has been deleted.
Add to Favourite Documents
Favourite Documents are a way of storing links to individual documents that have been saved in Radix DM. By choosing this option, users can add these documents to a set of Favourite Documents for easy and rapid access. For more information about this process, see the section Favourite Documents.
Document Security
Permissions to interact with files in Radix DM can be set on a document level for individual users. Choosing this option will bring up the Document Security dialog as described in the section Document Security.
Email As Link (File)
This option will launch Microsoft Outlook if not already running and then create a new email. This email will contain the title of the document in the body and a link to the file that can be clicked by anyone with access to the file's location. This link has the format 'file://LOCATION'.
Email as Link (RDM)
This option will launch Microsoft Outlook if not already running and then create a new email. This email will contain the title of the selected document in the body and a link to the file that can be clicked by anyone who uses Radix DM. This link has the format 'rdmdocid:Doc ID'.
Email as Attachment
This option will launch Microsoft Outlook if not already running and then create a new email with the selected file as an attachment.
Replace File
This option replaces an existing file with one selected by the user. The Radix DM Save window is also displayed to allow the user to change related Radix DM data before resaving it.
Upload New Version
This function can only be performed on a single file that has Document Versioning enabled. This option allows the user to save an existing document as a new version of one selected by the user. The Radix DM Save window is also displayed to allow the user to change related Radix DM data before resaving it.
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