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:
- Click the Subfolders tab
to choose folders.
- 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:
Table 1. This table illustrates pertinent
icons and describes their function.Icon |
Description |
|
Move up a level in the directory structure. |
|
Return to the root level of the object store. |
|
Change to list view. |
|
Change to detail view. |
|
Add a new folder. |
|
See properties. |
|
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.

- 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.
- 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.
- Enter the object store name followed by a colon, then / or \ and
the folder name. For example:
MyObjStore:\MyFolder
- If the folder is a subfolder, enter the complete path as in:
MyObjStore:/MyTopFolder/MySubfolder
- 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+D.
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.
What if the user does not have access to object stores and
folders I select?
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.