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# Filter search

Use the filter panel to refine the document list based on specific criteria. When you select filter criteria, the document list displays only the documents matching the criteria; when multiple filter criterion are selected, you will only see those that match all of the selections.

Filters build on top of each other. Each separate filter criterion that you select is added to the selected criteria as an AND clause. Within a specific filter criterion, each of the selected values has an OR relationship to the other values.

Example

From the Account criterion, you select John Q. Smith, and then select several file types (TXT, DOC, and XLS) from the File Type criterion.

The document list contains only the file types of TXT, DOC, or XLS where John Q. Smith is the associated user account.

As you add criteria to the filter, the document list updates dynamically so that you can see the results immediately. The criteria you select are shown at the top of the filter pane in the Filters section and can be removed individually as desired.

- Click the remove button (X) next to the selected criterion to remove it from the filter.

- Click the clear all button () to clear all selected criteria and return to the full list of items.

If you make no selections in the filter panel, the document list reflects all documents within the context of the workspace, workbook or search as identified in the VIEWING box at the top of the filter panel.

Filter criteria

TIP: For filter criteria sections that include a list of criterion, the top seven criterion are listed in descending order according to the number of documents associated with each. If there is also a Find x field, more than seven criterion are available. Type the desired criterion in the field. As you type, criterion matching your entry display; click the desired criterion to add it to the filter.

The document counts that display next to each criterion value are rounded numbers and may not represent the actual number of items.

Criterion sections that have no matching documents are dimmed.

Filter criterion | Description
--- | ---
Keywords | Type a word or phrase to search for. Press Enter to commit the keyword entry to the filter. The word or phrase defined can be found in any part of the content, or within the file information (metadata). For more information about using keyword search and the supported format, see Keyword search.
Record Date | Define the starting (From) and ending (To) dates. The date range represents the dates the items were last modified in the dataset. NOTE: The referenced date is the sent date for emails and the last modified date for non-emails. Click the calendar next to the From field to select a starting date. If a starting date is defined without an end date, items from the defined date to the current date are matched. Click the calendar next to the To field to select an ending date. If an ending date is defined without a start date, all items up to and including the end date are matched.
Weighted Labels | Select one ore more weighted labels.
Tags | Select one or more tags. Tags are processed as part of the document metadata.
Reporting Groups | Select one or more reporting groups.
Sources | Select one or more sources from which the items were originally processed.
Source Types | Select one or more source types.
Datasets | Select one or more datasets from which the items were originally processed.
Workbooks | Select one or more workbooks.
Holds | Select one or more holds.
Data Subjects | Select one or more data subjects.
Accounts | Select one or more user accounts..
File Types | Select one or more file types.
File Types (Grouped) | Select one or more grouped file types. For example, Word Processing file type group includes Microsoft Word, text, and RTF file types.
Grammars Extract Status | To filter the results by whether grammar values have been extracted, select one of the following options: All. Show all documents, whether or not grammar values have been extracted. Grammars extracted. Show documents that have had grammar values extracted. Grammars not extracted. Show documents that have not had grammar values extracted.
Content Stored Status | To filter the results by whether document content has been stored and indexed., select one of the following options: All. Show all documents, whether or not the content has been stored. Stored. Show documents for which the content has been stored. Not Stored. Show documents for which the content has not been stored.
Protection Status | To filter the results by whether they have been protected, select one of the following options: All. Show all documents, whether or not they have been protected. Protected. Show documents that have been protected. Not Protected. Show documents that have not been protected.
Send to Target Status | To filter the results by whether they have been sent to a target, select one of the following options: All. Show all documents, whether or not they have been sent to a target. Sent to Target. Filter documents that have been sent to a target. Not Sent to Target. Filter by documents that have not been sent to a target.
Analyzed Status | To filter the results by whether they have been analyzed (metadata indexed, metadata and content processed for), select one of the following options: All. Show all documents, whether or not they have been indexed. Analyzed. Show documents that have been analyzed. This includes both collected documents and documents that have not had their content stored.. Not Analyzed. Show documents for which only metadata has been processed. These documents have not been collected and the content has not been stored.
Collection Status | To filter the results by whether they have been collected, select one of the following options: All. Show all documents, whether or not they have been collected. Collected. Show documents that have been collected. Not Collected. Show documents for which only metadata has been processed and documents that have had their content stored.
Attachments | To filter the results by whether they have attached files, select one of the following options: All. Show all documents, whether or not they have attachments. Has Attachments. Show files that have attachments. No Attachments. Show files that have no attachments.
Warnings | To filter the results by warnings encountered during processing, select one or more of the possible warning messages. NOTE: Warnings are separate from errors.
Errors | To filter the results by whether they encountered an error during processing, select one of the following options: All. Show all documents, whether or not they encountered errors during processing. Has Errors. Show documents that encountered errors during processing. No Errors. Show documents that did not encounter errors during processing. NOTE: Errors are separate from warnings.
Create Date | Define the starting (From) and ending (To) dates. The date range represents the creation date of the dataset to which the item belongs. Click the calendar next to the From field to select a starting date. If a starting date is defined without an end date, documents from the defined date to the current date are matched. Click the calendar next to the To field to select an ending date. If an ending date is defined without a start date, all documents up to and including the end date are matched.
Modify Date | Define the starting (From) and ending (To) dates. The date range represents the dates the items were modified in the dataset. Click the calendar next to the From field to select a starting date. If a starting date is defined without an end date, items from the defined date to the current date are matched. Click the calendar next to the To field to select an ending date. If an ending date is defined without a start date, all items up to and including the end date are matched.
File Size | Define a file size range (in MB) for items. Items within, and including, the defined range are returned. Limits:positive integers between 0.0 and 999,999 and limited to a single decimal place (`N.n`). The MB file size is converted to bytes and rounded to a whole number. Files with a size up to and including that number of bytes are returned.
[Grammars] | The filter panel displays filters for each defined grammar. Select one or more entities within the grammars to add to the filter.

When viewing a document in the document view panel:

- The document title (file name) is displayed at the top of the panel.

- A download button is displayed at the top of the panel. Click the download icon () to download the item currently displayed in the document view panel.

- Use the item navigation at the bottom of the document view panel to move to the next or previous item in the document list.

- For items that only metadata has been processed, the document view panel does not display

  The content can be indexed from the detail panel of the workbook with which the document is associated.

- For items that the metadata and content were processed but not collected (an analyzed document) by the system, the document view panel displays a preview of the document in plain text as well as a "TEXT VIEW" message. To view the document in a near-native view, you must collect the document.

  To collect the document, click the collect icon () located at the top of the document view panel.

Copyright 2019-2023 Open Text
Version 23.4.0 | Last updated September 2023
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