Working on files in Swivle starts by searching for these files. Some files are searched for on a regular basis, such as those in a particular location, with a particular status, and so on.
The search criteria for finding these files can be made available by the system administrator in the form of a Search Preset.
These appear in a list in front of the Search box of Swivle. This way, users can quickly access the files by choosing the preset instead of having to enter or be aware of the search criteria themselves.
Figure: Choosing a Search Preset in Swivle.
This article explains how to manage Search Presets.
Requirements
Managing Search Presets is done by using the Management Console and requires an account with admin credentials.
Search Presets can only be assigned to user groups, not to individual users. Make sure therefore that user groups have been set up.
Managing Search Presets
Managing Search Presets is done on the Groups page in the Management Console.
Creating a Search Preset
Step 1. Access the Search Presets page (see above).
Step 2. At the bottom of the lists of presets, click the + icon.
The Create Preset window appears.
Step 3. Set up the Preset by entering a descriptive name and defining the search criteria by specifying a folder where the files are located and/or by defining a metadata query.
Enter your query in the Metadata query box.
Tip: Quickly locate metadata fields to include by searching for them in the Fields overview list. Clicking a found field will automatically add it to the Query box.
For information about constructing queries, see the Swivle query syntax.
Note: Using wildcard queries is not supported; these slow down searches too much and will affect every search done on the system.
Example: To find only to files that have a status of 'new', add the following query:
status:new
Step 4. (Optional) Test your Rule by clicking Test query. A new tab is opened and the search is run.
Step 5. Click Save.
The Search Preset is added to the list.
Assigning a Search Preset to a user group
Before a user can use a Search Preset, it needs to be assigned to a user group.
Note: The system administrator who has created the Search Preset always has access to it, regardless of the groups that the Search Preset has been assigned to.
Step 1. Access the Search Presets page (see above).
Step 2. From the list of user groups, select the user group to which the Search Preset needs to be assigned.
Tip: Use the Filter to narrow down the results in the list by typing any part of a name.
Step 3. From the list of presets, select the Search Preset that needs to be assigned to the group.
Tips:
To select a preset, click anywhere on its row.
To select all presets, click Select all above the list.
To narrow down the results in the list, use the Filter by typing any part of a name.
Editing a Search Preset
Step 1. Access the Search Presets page (see above).
Step 2. Click the Edit icon for the preset that you want to edit.
The Edit Preset window appears.
Step 3. Make any changes and click Save when finished.
Deleting a Search Preset
Step 1. Access the Search Presets page (see above).
Step 2. Click the Edit icon for the preset that you want to edit.
The Edit Preset window appears.
Step 3. Click Delete Preset in the lower left corner and confirm that you want to delete the Search Preset.