Folder filter

The Folder filter site preferences limit the number of documents or custom objects returned from Content Engine for display when browsing a folder in Workplace or in a Workplace XT secondary page.

Folder filtering concepts

The Always show folder filtering preference works with the folder filter settings. If this preference is set to No, the folder filtering criteria display only if the folder contains more objects than the maximum number before filtering setting. If the preference is set to Yes, the folder filtering criteria are always displayed.

The folder filter settings determine the maximum number of documents or custom objects returned from the object store for display in the application. If the folder contains more items than the maximum, those items are never displayed. A warning message is displayed to alert the user that more items do exist.

For example, if the folder contains 3000 items and the folder filter settings limit the display to 100 documents, only the first 100 documents are retrieved from Content Engine. The end user never sees items 101 or higher. To more easily locate items in a folder, the end user can enter filtering criteria, such as words in the title or items added by specific user.

The filtering criteria can be applied to documents or to custom objects. The following graphic shows the simple criteria filtering control for Documents.

Simple criteria filtering control for documents

Maximum number of documents before filtering

The Maximum number of documents before filtering preference sets the threshold for the display of a warning that all documents were not displayed and for enabling folder filtering if it's not already enabled. The default is 100 documents. You can enter a value from 50 to 5000.

NOTE If you are using any of the designer tools, read the following two sections.

Workplace, Workplace XT, and Search Designer

Workplace and Workplace XT applications and Search Designer reference this preference setting.

In the applications, this filter applies only to search templates, not to stored searches. Stored searches are recognized as folders, and they are not filtered.

Search Designer filters both search templates and stored searches. Therefore, if the number of documents returned exceeds the setting defined for this preference, the filtered results displayed in the application can be different than what is displayed in Search Designer.

Search Designer, Publish Designer and Process Designer

The designer tools all use a common dialog box that appears when you do a checkin, checkout, add, or save procedure. The dialog box references this preference setting. If you do not enter a limit for this setting, the default is 100 documents. If the number of documents in a folder is more than the number defined in this preference setting, the common dialog box filters out the documents.

Maximum number of custom objects before filtering (Workplace)

The Maximum number of custom objects before filtering preference sets the threshold for the display of a warning that all custom objects were not displayed and for enabling folder filtering if it's not already enabled. The default is 100 custom objects. You can enter a value from 50 to 5000.