Search in files (SM202520)
You can search the files by the form to which the file was imported or by any combination of the following criteria:
- Any text contained in the file name
- The author or creator of the file
- The date range during which the file was added to the system
- The user who checked out or added the file
The top part
You can use this area to specify search criteria that might help you find the file you want to locate.
| Element | Description |
|---|---|
| File name contains | The name of the file (that you want to locate) or any text that the file name contains. |
| Added from | The start date of the date range during which the files to be shown were added. Specify this date if you want to view the files added during a particular date range, or leave the field blank to view the files added any time after system initialisation. |
| To | The end date of the date range during which the files to be shown were added. Select this date or leave the field blank to view the files added up to the current date. |
| Added by | The username of the employee who added the files to be shown. |
| Checked out by | The username of the employee who checked out the files to be shown. |
The Left pane
This pane contains a tree-like structure that includes the Unassigned node and the nodes for the system modules and workspaces that have documents with attached files. The Unassigned node contains files that are not attached to any document. (This might happen, for example, if the document to which the file was attached has been deleted.)
When you first use the system, the left pane contains only one root node with the Unassigned node. The tree in the pane becomes populated as users add files to the system by using specific forms. For example: A module and the workspace within it appears on the site tree only after at least one file has been attached to a record (such as a batch, invoice, or invoice) that a user created by using a form of the workspace.
The pane toolbar buttons are listed below.
| Button | Description |
|---|---|
| Reload tree | Refreshes the tree to reflect the latest changes in the system. |
The Right pane
In this pane, you can view:
- All the files that match the criteria you specified in the Selection area if you didn’t select a node in the left pane.
- All the files attached to documents created by using the form you selected in the left pane, if you didn’t specify any criteria in the top part.
- The files attached to documents created by using the form you selected in the left pane that also match the criteria you specified in the top part.
- The unattached files, if you have selected the Unassigned node in the left pane. You can also specify criteria in the top part to filter the list.
The list of files is updated each time you modify the search criteria in the top part.
| Button | Description |
|---|---|
| Get file | Downloads and opens the selected file by using the functionality of the browser. |
| Get file link | Opens the File link dialog box, which you can use to get and copy the link to the file. |
| Delete file | Deletes the file. |
| Column | Description |
|---|---|
| Name | The name of the file. |
| Creation time | The date and time when the file was added to the system. |
| Created by | The name of the employee who added the file. |
| Checkout comment | The user-added description of or comment about the file. |