A search folder is a specially assigned folder, which can be configured with a search profile to display files from other folders, depending on the defined search criteria.
The search criteria can either be customized using a search profile or a main folder can be designated as a search folder and will automatically display the highest version of every file contained in the subfolders.
In order for participants to view files from other folders in the search folder, it is necessary that they have access via their group rights to the original folders where the files are stored.
A main folder can easily be designated as a search folder with the option „Current documents of subtree“.
If this option is selected, the main folder will automatically display the most recent version of all documents contained in the subfolder structure.
Click on "Archive" in the navigation menu and then select the main folder to designate as a search folder by clicking the round button next to the name in the archive structure.
Once selected, click on “Modify folder“ in the menu on the top-right.
Next, check the box „Current documents of subtree“ and click «Execute» to save.
Individual folders can also be assigned a custom configured search profile.
With this option, the search folder will display all files matching the search profile specifically designed for that folder.
To use this option a search profile must first be configured and then manually assigned to the search folder.
To configure a search profile, click on the module files on the project starting page.
Once in the module „Files“ open the searchbox by click on the magnifying glass in the black menu bar at the top of the page and select the„Advanced search“ to the right:
Once on the page of the advanced search, the entries for the search profile can be made from the options available.
Example: All approved schematic drawings
Search criteria for the profile:
-Drawing type: SM (Schematic)
-Status: A
Additionally the option to only search specific folders from the archive has been selected, as well as the option to only show the highest version of the files found matching the search criteria.
Any entries for the search profile are optional and should be chosen with care to receive the correct results in the search.
Once all entries for the search profile have been made, click on the + at the top of the page to save the template:
Enter a name for the new template in the box that appears and check the entry marked „For all users“
Click «Create» to save. The search criteria you previously entered is now stored under the template „Approved schematics“ and you can now link this search profile with the search folder
To assign a customized search profile to a folder, click on „Archives“ in the navigation menu of the project administration
Select the folder you want to assign the search profile to by clicking on the round button in font of the name.
Choose the option „Modify folder“ from the operations to the right and check the box next to „Simulate search“.
Next, select the search profile you want to assign to the folder from the menu of search profiles next to „Simulate search“:
Click « Execute» to save
Multiple folders can also be designated as search folders and assigned a search profile under „Edit archive“ in the navigation menu:
Files in a search folder can only be seen by participants if they posses rights to the folder where the file is actually stored.
In order not to grant participants direct access to the folders being used in the search profile, it is customary to assign reading rights to subfolders, but assigning no rights to the main folder.
In the example, files in the subfolders can be seen by the participants of the group „Constr. Company“ in the search folder „All approved schematics“ but the folder „Drawings“ and subfolders will not be seen in the archive structure of the participants of this group because the main folder is assigned no rights and therefore not visible.
EXAMPLE: