When documents appear in the Search Results Document List, the Documents Menu Bar features appear. Use these menu items to perform a variety of document actions, such as move, copy, or export.
Documents Menu Bar for Grid View
With the Search Results Document List set to Grid View, select one or more documents and choose from the Document Menu Bar items.
Show or Hide Archives Pane
Click Archives () to collapse or expand the Archives Pane, to give you a view of more columns in the list.
View Results of a Multi-Archive Search
When a Search returns results, the name of the Archive displays together with how many documents were returned by the current Search. If it is a single-Archive Search, one item displays and the Searched Archives folder () icon appears. If it is a multi-Archive Search, then the Searched Archives cabinet () icon appears. Click the icon and the drop-down list appears, displaying the names and number of documents returned for each Archive.
User settings are available to control the display behavior with Multi-Archive Searches. User's can choose to hide Archives that do not contain results, as well as sort the Archives based on the result count. Note that in either case, the first Archive defined in the search will always be the first Archive, and it will always display regardless of user settings. These settings are in place to impact the display of any other Archives in the search.
Rerun the Search
If you need to run the Search again with different criteria, click Refine Search () and the Searches dialog will appear again for your selected Search.
Refresh Indexing Data
Click Refresh ( ) or press F5 on your keyboard to refresh the Search with the same criteria. (This does not refresh a change between Grid View and Thumbnail View; use your browser refresh controls for that.)
Edit Indexing Data in the Grid
- Click Edit () to enable editing the Index Field values in the Grid View table cells. Note that while Edit mode is enabled, the Actions Menu and your ability to open a document are disabled, to avoid editing conflicts. Also note that using Edit mode will result in a permanent change of data for all the indexing data that you have edited and saved.
- Select a cell in the List and when it is highlighted, enter your indexing data or select a value from the drop-down list, if there is one. (Note that primary and secondary Dynamic Pick Lists are supported.)
Data in a cell is saved automatically when you move your cursor away from a data cell or end Edit Mode, unless there is a data validation error. (For example, if you enter data of the incorrect Data Type or if the data exceeds the maximum number of characters set for the Field.)
To stop unsaved edits from being sent to the GlobalSearch server, click the Cancel Save (X) icon that appears next to the Actions icon when Edit Mode is active.
- Click the Edit icon again to toggle off Edit Mode and reload the List.
Use Keyboard Commands
Use keyboard shortcuts while in Edit Mode, such as Ctrl+C to copy, Ctrl+V to paste, and Esc or Ctrl+Z to undo (if still in the cell). You can move to other cells using Enter, arrow keys, Page Up, Page Down, Tab, and Shift+Tab to continue editing. You can also use the Up and Down arrows to move through a selected drop-down list of values, after the cell has been double-clicked to select. You cannot use the Up and Down arrows to move through a selected type-ahead Pick List Field; use your mouse cursor instead.
Ability to Edit a Cell
There are some restrictions on editing data in Edit Mode. As in the Document Viewer, you must have Modify Data permission to edit any Fields. System Fields, Table Fields or Multi-Value Fields are not editable from the Grid View. Editing is disabled when a document is open in the Document Viewer or in a Check In/Check Out Archive.
Color-Coded Edit Indicators
The Edit icon turns yellow to indicate when it is enabled. The color of the data in a row will change to indicate its edit state.
- Purple indicates that the Field has just been or is still being edited.
- Grey indicates that an edit change is being processed.
- Red indicates that edits have not been saved.
- Black indicates that a Field is either unedited or that editing has been saved.
Take Actions on Data and Documents
Select one or more documents (the number of documents selected is displayed next to the button), click Actions () to expand the menu, and then choose from the following:
- Open Documents – Open select documents (only in the Grid View). In the default setting, each document will open in the Document Viewer in its own browser tab.
- Export – Export documents, and optionally data, to the user computer. For example, if you need to take document availability offline, or you need to share data and documents with another application.
- Export As Zip - Create a zip file of the selected documents. The user will be notified when the package is available for download.
- Export Data to Excel – Export indexing data to Microsoft Excel®. Use this to create a report, graph, or other advanced features in Excel.
- Email – Export one or more documents as email attachments. You can quickly correspond to vendors or colleagues about invoices, for example.
- Update Documents - Allows the user to update the data for multiple records at once, for example a name change on HR records.
- Copy – Copy documents using this option. Use this action when you need to keep a duplicate document in another Archive.
- Merge - Create a new document record out of the selected set of documents.
- Move – Move documents from one Archive to another Archive. If transferring a document to another Archive is part of the work process, or it has been placed in the wrong Archive, use the Move command.
- Delete – Delete selected documents from the database. Sometimes a document needs to be deleted entirely, to meet compliance regulations, for example.