Global Search

Global Search allows you to search your account in OU Campus for any type of content (files, users, groups, etc.). The following short video provides an overview of how to use it: 

Using Global Search

Access it by clicking the magnifying glass icon in the global navigation bar.

An arrow points to the icon for global search, which is a magnifying glass with a globe pattern in the circle. It is located in the blue top navigation bar next to the user profile icon.

Alternatively, use the Ctrl + ` (Cmd + ` on Mac) keyboard shortcut.

Either of these methods brings up the global search modal. 

The global search module has a search bar on top, a link for "Advanced" search, and text reading [Start typing to find what you're looking for]

Type into the search field and results matching the search criteria will appear. The search reads both the item name and any content that might be in the item. Up to two variable characters are allowed (e.g., searching for "cat" will return "cats" but not "catalog").  Items that can be found are users, files (text-based, images, media, and other binary files), assets, groups, and folders. 

For items that are available account wide (such as assets and users), Global Search will pull results from your entire account. For items that are restricted to sites (such as pages and image files), the results will depend on which site you run the Global Search from. 

The results for searching "library." An image file and multiple text files are listed. The image file is selected and displays a preview, metadata, and a "Go to image" button.

Results are sorted by type. The first five results for each type are displayed. Users will not see results to which they don't have access.

Selecting an item brings up a preview for it and displays relevant information, depending on what the item is. For example, previewing an image file will display its location, last modified and last published date, and tags if any, while previewing a user displays last login, user level, and contact info. Clicking the prompt in the bottom right corner ("Go to image," "Edit user," etc.) will take you to the item being previewed. Note: This option is not available for groups yet.

To view more than the first five results for a given type, click "SHOW ALL." This takes you to the Search Results page. 

A list displays all search results, including the title/filename, file location, last modified date, and last published date.

Here you can see all the results for your search. The top-right corner lists the search criteria. Use the left-hand menu to switch the content type for which you want to view results. 

The main region of the page lists the results for the selected content type, including the number of results. These items can be filtered further, as well as sorted by title/location, last modified date, and last published date. Clicking the name of the item will take you to it. Hovering over an item brings up the options to preview it, go to its location, or edit it as applicable. 

Advanced Search

Selecting the "Advanced" option from the Global Search modal brings up additional options:

A modal with options to select "Type", type in "Name," "Tags," and select a range of dates for "Published Date" and "Modified Date"

Type: Select from the dropdown which type(s) of content you would like to search for. This applies only to text files, images, media, other binary files, and assets.

Name: Enter your search criteria. Typing in this field brings up the Scope options below:

  • Tags: Click or type in this field to bring up a list of all tags used in your OU Campus account. Select tags to apply them as filters to your search.
  • Published Date: Select a range of last published dates to which the search will be limited.
  • Modified Date: Select a range of last modified dates to which the search will be limited.

Select Apply to run the search.

Indexing

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

For Global Search to work, the search functionality must be enabled at the site level and the index must be built. The steps are the same when a site index is 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.

To build the index:

  1. Navigate to Setup > Sites.
  2. Hover over the site row to index and select Edit > Site.
  3. Navigate to the Site Information panel.
  4. To initially build or re-build the index, click Build Index

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 Global 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.

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.

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

If a user would like to make a global modification involving finding and replacing content, or would like to search source code, the global Find and Replace tool, available to Level 10 administrators, is a better option, as Global Search is not suitable for code or regex searches. Learn more about Find and Replace.