Advanced Search

Overview

Filter Search Bar

Advanced Search allows users to further define search criteria based on page title, meta data, and limit search results based on access or current position in the folder structure.

Advanced Search only functions when an index has been built by the system. Administrators will need to run the initial index before Advanced Search functions. Additionally, administrators have the ability, through Access Settings, to choose which files or folders to exclude from search indexing, which will prevent those files or folders from appearing in Advanced Search results.

Advanced Search Modal

The Advanced Search option includes specific delimiters and Boolean options that may be used. These include Content, Path, Title, Description, Keywords, Metadata, and Tags. The search parameters may also be used to limit access to the current folder level and below and to the current user.

By utilizing the Advanced Search option, it is possible to easily incorporate multiple criteria into the search without having to know the syntax, as well as to limit the search locations.

Advanced Search Modal

Advanced Search Fields

Each search field contains AND and OR buttons to tell the engine how to interpret the query. Generally speaking, using AND will return fewer results, as more and more parameters are tacked onto the query (the search must meet all conditions defined with AND), whereas OR will return many results (the search must only match at least one of the parameters marked with OR).

  • Content: This searches the actual page content.
  • Path: Define the path where the expected content is to be found. A wildcard can be used to search folders within the defined path.
  • Title: This searches the meta tags for the page titles.
  • Keywords: This searches the meta tags for pages′ keywords and phrases.
  • Description: This searches the meta tags for the pages’ descriptions.
  • Metadata: If other meta information is defined on pages being searched, this searches in those meta tags.
  • Tags: This allows users to search for tags that have been added to pages or other pieces of content.

The wildcards available for use in the Path field are ? for single-character wildcards and * for multi-character wildcards. For example, searching for test* would bring up results for the /tests and /testing directories, but searching for test? would only show results for the /tests directory. The beginning / in a file path does not need to be added when searching in the Path field.

Scope

  • Limit Search To Current Folder and Subfolders: This excludes any folders above the folder in which the user is currently located.
  • Only Pages I Can Access: This limits the search to any pages that are accessible to the user.

Search Results

Search results in all cases are displayed when search is completed. The Search Results list view includes:

  • The number search results found
  • The content searched for
  • The ability to export search results to a CSV file
  • Filter search results
  • Sortable columns

Search Results List View

Hovering over a search result will reveal the following menu items under the Options column:

  • Go to Folder (takes the user to the parent directory where the file is located)
  • Preview (takes the user to the Preview view of the page)

It is possible to type in the syntax utilized by the Advanced Search directly into the Quick Search. When using the Advanced Search, the syntax will appear in the Quick Search field once the Search button is clicked. Additionally, the Apache Lucene website includes details on the syntax and Boolean characters supported by the system.

Indexing

Indexing is the process by which content is added to the search. Sites can be indexed by Level 10 administrators.

In order to utilize the Quick Search functionality, the search functionality must be enabled at the site level, and the index must be built for the first time. The steps to do this are the same as the ones to be taken when a site index needs to be rebuilt.

When a site is indexed initially, it will also be indexed going forward automatically. Even if the search functionality is turned off, the indexing still occurs. The only time that indexing is not completed automatically is when the content is loaded via an FTP upload, which requires a Level 10 administrator to rebuild the index.

Building and Rebuilding the Index

  1. Navigate to Setup > Sites.
  2. Hover over the site row to index and select Edit > Site.
  3. Navigate to the Optional Features panel.
  4. To initially build or re-build the index, click Build Index. If the index has been built before, the date and time of the last build will be listed next to the button.
  5. Quick Search can be enabled and disabled for the site by clicking on the checkbox.

It is possible to exclude specific folders and pages from being indexed. Select Exclude From Search in the Access menu of the folder or page to exclude it from the Quick Search index.

Keep in mind that this will not remove any content that has already been indexed from the search results, unless the option to apply recursively is available and selected, and it only excludes that folder or page, but not subfolders.

Additional Information and Reminders

Indexing will only index saved content. Any content that is currently being updated will not be indexed until it is saved. However, once the data is saved, it will be available for searching within approximately 10 seconds.

Advanced Search will search through content and meta tags on the staging server. The search functionality will not search:

  • Files on the production server
  • Resources
  • Assets
  • Recycle Bin
  • Source code

When a file or page is deleted or recycled, the content is automatically removed from the indexing.

The search results may include pages to which the user may not have access.