Advanced search

The advanced search

The search bar is accessible in all Constellio screens. The search engine indexes the content of certain fields in the database, according to the choices made when creating the metadata, as well as part of the content of documents. This makes it possible to easily find all the elements constituting a document by a simple keyword. 

The advanced search allows you to refine a search by adding criteria and selecting an object type.

1. Accessing the advanced search

The advanced search is accessible via the arrow on the right of the simple search field.

It is possible to combine the advanced search and the simple search. Thus, it is possible to write a term in the simple search bar and assign advanced search criteria to it. 

2. Performing an advanced search

2.1  Type 

Five types of records (schema types) are available to search: container, document, folder, location and tasks. 

2.2 Schema

It is also possible to select a specific schema for each type of schema, otherwise Constellio will search in all schemas. If the record is linked to a type, it will be easier to find with the search. To learn more about these custom schemas, see the article on metadata schemas. 

2.3 Search Criteria

The search criteria are the metadata available according to the selected schema type. The metadata displayed will differ from one type to another.

It is also possible to add a Boolean operator by selecting AND / OR / NOT between each criteria.

Field Name	Operator	Description	Image
Show disabled metadata		By default, all disabled metadata are not included in the list of search criteria. Just press this button to display them in the drop-down menus.
Search criteria		The search criteria are mandatory to perform an advanced search.
	Equal (=)	The searched value will be present in the search criteria.
	Smaller than (<)	The value searched is smaller than the date indicated. Applies only to one date*.
	Greater than (>)	The value you are looking for is greater than the date indicated. Applies only to one date*.
	Between	The value you are looking for is between the two dates indicated. Applies to two dates*.
	Empty	The search criteria will be empty.
	Not empty	The search criterion will be filled in.
Exact expression		When the option is checked, the expression written in the value should be exactly the same as the search result. This option is sensitive to accents, upper/lower case, etc. This option is not mandatory.

2.4 Les opérateurs booléens

2.5 Empty the advanced search

It is possible to empty the advanced search. 

3. Saved searches

This option allows you to save the search criteria and not the search results. If new items are added in Constellio and they meet the search criteria, the search result will be different from the result obtained when the search was saved.

3.1 Saving a search

1. Perform a search;
2. In the search results: click on "Save this search";
3. In the "Save this search" window, indicate a title for this search. 
4. Check "Share this search" if this search should be shared with all users, or certain groups and users.

3.2 Consulting a saved search

1. Go to the advanced search screen;
2. Click on "Saved searches";
3. Click on the magnifying glass of a saved search to return to the results of that search.

3.3 Modifying a saved search

1. Go to the advanced search screen;
2. Click on "Saved Searches";
   
   
3. Click on the notebook of a saved search;
4. This window appears. Change the desired metadata and "Save";
5. The search has been modified.

3.4 Overwriting the current search

1. Go to the advanced search screen;
2. Click on "Saved Searches";
3. Click on the magnifying glass of a saved search to return to the results of that search.
4. Change items in the search, then click on "Save this search";
5. In the window, click on "Overwrite current search", then "Save";
6. The saved search will be modified.

3.5 Overwriting another search

1. Perform a search;
2. Click on "Save this search";
3. In the "Save this search" window, click on "Overwrite another search";
4. This window appears, select the search you want to overwrite with this one. "Save";
5. The new search replaces the old one linked to the selected title.

3.6 Deleting a saved search

1. Go to the advanced search screen;
2. Click on "Saved Searches";
   
3. Click on the "X" at the end of the saved search you wish to delete;
4. Confirm the deletion. The saved search is no longer available.

3.7 Exporting a saved search

Exporting a saved search allows you to transfer the items in a search from one collection or environment to another. The generated file can be imported into the "Import Records" page of the Pilot. Once the file is imported, the saved search will be recreated in the new environment.

1. Go to the advanced search screen;
2. Click on "Saved Searches";
   
3. Click on the option to export a saved search;
4. This will download a zip file to your workstation;
5. Change the collection or environment, then go to "Administration";
6. Click on "Import records";
7. Import the XML file into this page. The saved search is now available in the collection/environment.

4. List view / table view

This option allows you to change from a list view to a table view and vice versa. There are some notable differences between the two modes: 

4.1 List view

The list view is the primary view and presents the search results in a list format. The metadata of the records are displayed below them. Constellio automatically displays the "Date modified" metadata. However, the display of its metadata can be modified via the Control -> Metadata schemas. In addition, icons are used to differentiate the different records (document, folder, container, task and location). This view also shows a preview of the first page of the documents via the thumbnails.

In the list view, the consultation of the records is done through the split-panel window. This allows you to view the records in the search results without forcing the user to leave the current page. It is therefore possible to quickly consult information about these records via the search results (viewer, content, metadata, tasks, audit, etc.). It's only available on documents, tasks and containers.

In the results strip, there is an icon to sort the results. When clicked, it is possible to select how the documents will be sorted. By default, it is possible to sort by relevance, title and modification date. When more than two entries are chosen for sorting, it is possible to order them to create a "cumulative sort".

Through the sliding "Filter" window, search results can be sorted by relevance and can also be recomposed according to the new criteria selected. Facets are actually metadata used to describe a record. It is by selecting one or more of them that the results are refined.

At the bottom of the page, it is possible to change the number of results per page (10, 25, 50 or 100). Constellio automatically displays 10 results at a time. Arrows are also present to navigate between pages of search results. The default number of records displayed can be changed by modifying the user's profile.

4.2 Table view

The table view is only available in advanced search. It is displayed by pressing the table icon, located at the top right of the search results. This view allows you to consult the records in table form and thus have a concentrated view of the search results. It facilitates the configuration of metadata as well as sorting by metadata. In this view, metadata is displayed in table columns for each record. Like the list view, the display of its metadata can be modified, as needed.

A hidden button appears when you hover over each line of the record, and allows you to copy the text corresponding to each metadata .

Another button hidden in the form of a gear is accessible at the top right of the table and also appears when the cursor passes. It allows you to quickly select and deselect several metadata that you want to display at table level. It is also possible to remove this option in the configurations by going to: Control -> Configuration -> Advanced -> Uncheck -> “Allow dynamic display of metadata fields in the columns of a table”. When removing the configuration, the display of this metadata will only be modifiable via Control -> Metadata Schemas.

The table view is only available in advanced search. It appears by pressing the table icon, located at the top right of the search results. This view allows you to view the records in a table format and thus have a concentrated view of the search results and facilitates the configuration of metadata and sorting by metadata.

Unlike list view, table view displays all search results on one page. To sort, you can use the arrows to the right of each metadata column. You can therefore sort the results according to the selected column, whether by title (A to Z) or by date (from the most recent to the oldest). Additionally, you can apply and sum the sort on other columns as needed. You also have the option to prioritize your sorting and select sorting criteria, such as relevance, title, or other options. In the results strip, there is an icon to sort the results. When clicked, it is possible to select how the documents will be sorted. By default, it is possible to sort by relevance, title and modification date. When more than two entries are chosen for sorting, it is possible to order them to create a "cumulative sort" as in list view.

It is important to note that sorting will not be available in the "Facets" sliding window, but you will still be able to select facet criteria. Facets are actually metadata that we use to describe a record. By choosing one or more of them, you can refine your results.

You can also limit the display of sorting criteria via the configuration "Display only summary metadata in searches and tables" in Control -> Configuration -> Search -> Check "Display only summary metadata in searches and tables". This configuration allows to display only the metadata that are available in the search and tables, for more information see the page Create a custom metadata schema. 

5. Actions on the selection

5.1 Select all / Unselect all

This option allows you to select all search results and deselect all search results. This way, it is faster to select the results on which to perform an action.

5.13 Duplicating

This option duplicates the record while keeping the metadata. The word "Copy" in parentheses is added to the title of the new record when duplicating.

5.14 Batch processing

Batch processing implies that the same metadata or metadata is to be modified for all elements of the selected search result. After a search, it is possible to perform batch processing on all search results or on selected search results. For more information, see the article on batch processing.

5.15 Preparing an email

This option allows you to send an email with the selected documents to users who do not have access to Constellio.

5.16 Generating a PDF

This option allows you to generate a PDF document with the selected documents. 

The document is displayed after its generation, you can also download the PDF document. If the document includes metadata reports, a metadata report is present for each document in the generated PDF document.

5.17 Downloading (zip)

This option allows you to generate a ".zip" file with the selected documents.

Unlike the SIP archive, this is a file that can only contain (binary) documents.

5.18 Creating a shortcut

This option allows you to create a shortcut to another folder. This way, you will find your record in the selected folder. It is possible to create several shortcuts.

6. Configurations

In this section you will find all the system configurations that affect the folders. To learn more about the configurations, see the article "System configurations".