Select subfolders

Using the Subfolders tab, you can limit a search to one or more folders in one or more object stores.

NOTE You can also specify whether or not a user can change a folder when a search is executed. This option is only available when you select one object store when creating a search template. When the user selects the replacement folder, only folders from within the specified object store can be selected.

When you select a folder, you are limiting the search to that folder. For example, if you selected multiple object stores and then select a folder in one of the object stores, the search will look only in that folder on that object store. It will ignore all of the other object stores you selected.

If you select more than one folder, the relationship between the folders is always OR. That is, an item will be found if it is in any of the selected folders.

When users run the search, it can return documents that are in folders the user does not have access to. Thus, searching can provide a way for users to find documents when their folder security does not allow them to browse to the documents.

To select one or more folders in each object store

  1. Click the Subfolders tab to choose folders.
  2. Click the Select Folder icon to navigate to the folders in each (selected) object store just as you navigate to folders on your local disk.

    In the resulting window, you can use the icons at the top as follows:

    Icon Description
    Up one level
    Move up a level in the directory structure.
    home
    Return to the root level of the object store.
    list
    Change to list view.
    details
    Change to detail view.
    add new folder
    Add a new folder.
    Properties
    See properties.
    refresh
    Refresh the list of folders.

    In detail view, drag between the column heads to resize the columns.

    The complete path is also shown when you click the Look in menu. You can return to any level by selecting its name in the Look in box.

    drop-down

  3. Click Select when the correct folder is highlighted. This returns to the previous window where the selected folder name appears in the Subfolders column. To limit the search just to that folder level, clear the check box in the Include Subfolders column. By leaving the box checked, you indicate that you also want to search all subfolders inside the selected folder.
  4. After selecting one folder, you can select another one. First, click on the next empty row and then click the Select Folder icon again. To move to a different object store, select Object Stores from the Look in box, and then select the object store. Only the object stores you selected appear in the list.

To specify a folder that can or cannot be changed when a search is executed

  • Do one of the following actions:
    • If you want users to change folders, make sure you select only one object store. In the View column, select Editable. If you select more than one object store, the View column cannot be accessed.
    • If you do not want users to change folders, in the View column, select Hidden.

To type a name instead of selecting it

If you type the folder name or copy and paste a folder name, the folder name is validated. If the folder name contains an object store name, the object store name is first validated, and then the folder name.

  • After you enter a folder name, and then click anywhere in the grid, the folder name is validated immediately.
  • After you enter a folder name, and then click the Search Criteria tab, Object Stores tab, or Format results tab, the folder name is not validated immediately. Once you click the Subfolders tab again or check in a search, the folder name is validated.
  • All of the subfolders that were not validated are validated before the check in process.

NOTE If the object store name is invalid, you receive a warning that says "Invalid Object Store Name". If the folder name is invalid, you receive a warning that says "Invalid Folder Name". If you type the folder name, the invalid entry is cleared. If you copy and paste a folder name, the invalid entry reverts back to the folder name you copy and paste in the cell.

  1. Enter the object store name followed by a colon, then / or \ and the folder name. For example:

    MyObjStore:\MyFolder

  2. If the folder is a subfolder, enter the complete path as in:

    MyObjStore:/MyTopFolder/MySubfolder

  3. To edit an existing name, double-click the cell to make it editable.

To select the same folder name for all object stores

If multiple object stores are set up with the same folder names in the same places (identical paths), you can enter just the folder name (and its path) without the object store name to search in all of the (selected) object stores.

  • If you know the correct spelling of the folder name and its path, you can just click in the Subfolders cell of the grid and type (for example: \NNF Folder\Search Stuff). You can also copy and paste text into these cells.
  • If you aren't sure of the complete path or spelling, follow steps 1 and 2 above to select the folder in one of the object stores, then double-click the Subfolders cell and delete the object store name from the entry. Delete the colon that follows the object store name but keep the \ character that precedes the folder name.
  • Search Designer does not validate the folder names (unless preceded by an object store name as shown in the previous topic). If a folder name is misspelled or the folder does not exist in any of the object stores, no documents will be returned for that folder when running the search.

To remove a folder from the list

  • Highlight a folder name and click The Delete a Row icon to remove it from the list of folders the search will look in. You can also select Delete from the Edit menu or press Ctrl+Delete.

To replace a folder on the list

  • Highlight the row and choose a new folder.

To rearrange folder names

  • There is no reason to put folder names in a particular order. If you want to add a folder name above an existing name, however, use the Insert a Row icon to insert a blank row above the selected folder name.

Users browsing for stored searches or search templates will see searches in the object stores and folders to which they have access. When they run a search that was designed to look in object stores and folders they cannot browse to, the results show any documents they can access, even if those documents are in an object store or folder they can't browse to.