IBM FileNet P8, Version 5.1.+            

Format results

Click the Format Results tab to specify which property columns appear in the results, their order from left to right, alignment (left, centered, right) and optionally, how to sort the results. By default, the search results display a column for each property initially included in the search criteria (except for properties with multiple values). You can remove or rearrange the defaults and add other properties.

The Format Results tab displays a different set of properties than the Search Criteria tab. Instead of limiting the format results to only those properties common to all of the object types you specified, you can select from all of the properties applicable to each of the specified object types. This allows you to display additional custom properties in your search results.

For example, you want to search for all documents and folders with the word Test in the title. But in the search results, you want to see the path of all the folders. The path is not a Document property and not listed in the intersection of properties. Adding the path name to the Format Results tab ensures the search results include the path for all folders.

If you selected the Include Summaries with Search Results option when specifying your Search Designer options, any properties set in the Format Results tab are ignored. The summaries and magazine view uses a fixed-set format for displaying search results.

Select values from the Property, Alignment, and Sort columns. Type a number directly in the Priority column if you want to change the default value.

Each row in this table represents a column in the search results. The order of the rows in this table (top to bottom) corresponds to the order of the columns in the search results (left to right). By default, the first column displayed in the results is always the document title (appears as Title). The title provides a link to the actual document content. Other property columns specified on the Format Results tab follow the Title column. The object store columns are added after the Search columns.

This first Title column is not listed in the Format Results tab and is always left aligned and sorted ascending.

Property
To specify which columns you want in the search results, select the name of the item. You can include properties not listed in your search criteria.
Alignment
Choose how you want the data to be aligned within the column. Text is typically left-aligned, numbers are often right-aligned, and single characters are often positioned in the center of the column. The initial default is Left.
Sort
To sort the results, use the drop-down list to choose ascending or descending for a column you want to sort. Ascending puts entries with low values, or starting with the first alphabetic character, at the top of the list. Descending arranges items with high values, or starting with the last alphabetic character, at the top. For example, Descending lists documents with the latest creation date first.

If a sort order is not specified, the results are sorted by the property specified in the Document Name site preference for the object store or, for content searches, by their relevancy ranking. In a content search, if the conditions are AND or OR, and the results are less than 200, you can change the results of your sort. If the results are over 200, you cannot change the results.

Priority
If you sort by more than one column, you need to specify the priority level of each sort column. For example, if your first level sort is by date, then there could be many documents added on the same day. You might choose a different property (such as creator) as a second sort level so that documents are arranged by creator for each day.

The first column to which you assign a sort order automatically becomes priority 1 and additional columns are numbered as you continue to assign a sort order. Change the numbers as needed (double-click and retype) to indicate first priority, second priority, etc. in the sort orders. Enter the numbers in sequential order (for example., 1, 2, 3). Do not enter duplicates or a number higher than the number of properties.

When do properties appear automatically?

Immediately after choosing the Format Results tab, the properties you specified as search criteria automatically appear in the order you selected them. If you selected the same property more than once, it appears only once in the Format Results tab. (If you want it to appear more than once, you can add it to the Format Results tab.)

Once you modify the properties in the Format Results tab, the program will not automatically add or remove any entries in response to further changes you make on the Search Criteria tab.

If you check out a search that has no entries on the Format Results tab, any new search properties you add will be automatically added to the Format Results tab.

You can click the Reset Criteria icon to update the properties. See Reset property columns.

To add property columns:

  1. Highlight the row below which you want the new row to appear and click the Insert a Row icon. If there is no blank row at the bottom, click in the empty area beneath the rows.
  2. From the Property column, select the property. (Properties with multiple values are not included in the list.)
  3. Optionally, select an alignment.
  4. If you want the column sorted, choose either ascending or descending sort order.
  5. If you choose a sort order, you can change the automatically assigned priority level.

To delete a property column:

Select the row that represents the column and click Delete.

To move a property column:

Select the row and click the Move Row Up button to move the column to the left in the results display. Click the Move Row Down button to move the column to the right.

To reset property columns:

Click the Reset Criteria button to reset the property columns to those currently set on the Search Criteria tab. This includes resetting the order. Note that this also reverts to formatting defaults (left alignment, no sort, and priority 0) and removes any extra properties you added. It does not revert to the formatting used in the previously checked in search, if it was different than these defaults.



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Last updated: July 2011


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