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This page describes in detail the expected behaviour and results when selecting from the available filtering options and when choosing terms to enter in searches using the Workspace Simple and Advanced search mechanisms, in the Notebook search and when using Lucene queries in your searching.

Workspace ‘Simple’ Search Options

1 All

This search option is a combination of search by full-text, tag, name, form or attachment.

2 Text

Searches for documents where the content matches your term. Includes search over the text of documents and uploaded MSWord/PDF/ plain text files in the gallery. It  also includes comment content and caption content.

Document Content:
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Comment Content:
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Captions:
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Attachment content:
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Example Queries Notes Will return
incenp exact hit Experiment 1, Entry 1, Entry 2, Entry 3
incen* wildcard Experiment 1, Entry 1, Entry 2, Entry 3
blocked  mitosis sloppy phrase Experiment 1, Entry 1, Entry 2, Entry 3
l: rna AND in?e* NOT blob native Lucene syntax Experiment 1, Entry 1, Entry 2, Entry 3

3 Tag

This option searches for documents whose tags match your query.
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Example Queries (from home folder, assume Experiment 1 is tagged with ‘tag1’) Notes Will return
tag1 exact hit Experiment 1
tag* wildcard Experiment 1

4 Name

This option searches for documents whose name matches your term.

Example Queries ( from home folder) Notes Will return
Experiment 1 Exact match Experiment1
Exp* wildcard Experiment1
Exp no hits – We use lucene syntax (* Wildcard).

5 Last modified

This option searches for documents that they were created between 2 dates,  or on a particular date.
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Example Queries ( from home folder) Notes Will return
2015-02-24,2015-02-26 Select dates via DatePicker All visible documents/folders modified between these dates.
2015-02-24, Select dates via DatePicker All visible documents modified on or after this date.
2015-02-25 Select dates via DatePicker All visible documents/folders modified on this date.

6 Form

This option searches for documents created using a particular form (Experiment, ELISA, rtPCR, Lab Protocol…) whose form name matches your query.

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Example Queries (from home folder) Notes Will return
Basic Document Exact match Entry 1, Entry 2, Entry 3 (Entries in Full Notebook)
Basic* Wildcard Entry 1, Entry 2, Entry 3 (Entries in Full Notebook)
Experiment Exact match Other document, Experiment 1, 2012-01-30, 2012-01-31
Selenium Exact match Editable 2
Sel No hits – Lucene syntax (* Wildcard)
Sel* Wildcard Editable 2
exp* No hits – Sensitive to Capital Letters
Exp* Wildcard Other document, Experiment 1, 2012-01-30, 2012-01-31

7 Attachment

Searches text  content of uploaded files  anywhere in the Gallery  for the term. E.g., assuming you have uploaded a document called ‘baseline charact.xls’ containing the Word ‘osteoporosis’ to the Gallery.
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Example Queries (from anywhere) Notes Will return
osteoporosis Exact hit baseline charact.xls
osteo* Wildcard baseline charact.xls

8 User

Searches for documents created by a particular user/owner whose username matches your term.

Example Queries (from anywhere) Notes Will return
user1a exact hit All visible documents/folders with owner user1a.

After selecting the User search option, you could type the three first characters of a full name, username or email, and an auto completed list will appear showing “Full Name (username) <email>”.

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  1. This search option could be used by a PI with permission over a group (members) to search documents with different owners.
  2. Also you can search by different owners when someone has previously shared some document with you.

Workspace Advanced Search Techniques

Advanced search essentially allows you to build more complex and fine-grained searches by adding more than one pair of filter and term sets, and the combination of all filters and terms are used to produce the results. So, for example, you can search for all documents produced by a particular user, and also search within a set date range. It is possible to further control your results by using ‘AND’ or ‘OR’ in your combinations.

The available options in the advanced search filters are:

  1. Text
  2. Tag
  3. Name
  4. Form
  5. Last Modified
  6. User

This performs an intersection of results from multiple sub-queries – (i.e., it performs ‘AND’ operations on the query); or, it can perform a  union of results from multiple sub-queries (i.e., it performs ‘OR’ operations on the query).

The semantics of individual sub-queries is the same as the workspace search, searching over all files/folders visible to you, wherever you are in your  folder tree.

Advanced search by Text, Tag, Name, Form, Last Modified and User retrieve the same results as using simple search. In other words, performing an ‘Advanced Search’ with only a single search clause should retrieve exactly the same results as when performed in the ‘simple Search’.

Example Queries ( from anywhere) Will return
Last Modified: 2015-02-24,2015-02-26
Name: anaphase*
anaphase.jpg
Last Modified: 2015-02-24,2015-02-26
Form: Exp*
Other document, Experiment 1, 2012-01-30, 2012-01-31
Last Modified: 2015-02-24,2015-02-26
Form: Exp*
Name: Other*
Other document

Assume “2012-01-30” document (in Lab Book) is tagged with ‘tag1’ and contains the text “experimental information” in some text field (Method, Objective,…)

Example Queries ( from anywhere) Will return
Full Text: information 2012-01-30
Tag: tag1 2012-01-30
Form: Experiment Other document, Experiment 1, 2012-01-30, 2012-01-31
Form: Experiment Full Text: information 2012-01-30
Last Modified: 2015-02-24,2015-02-26 (date when the document was modified).Full Text: experimental 2012-01-30

Notebook Search

Basically, this is the search capability available in the Notebook – it is essentially a “All” option to search over the contents of entries in the Notebook.

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Expert Lucene Query Syntax.
If you’re familiar with Lucene search syntax, you can run powerful queries from a single input field, by prefixing your query with ‘l:’

This syntax works for all the search categories, apart from ‘Last Modified’ and Chemical search. For example, to find documents containing the word ‘rna’ AND ‘pcr’, search ‘Text’ with ‘l: rna AND pcr’. This is in effect a shortcut for using the Advanced Search UI.
If you want to search for documents created by  user ‘bob’ or ‘anna’ in your group, you could search ‘User’ with ‘l:bob OR anna’.

Then, consider searching across multiple fields. For example, suppose you want to search for records created by Bob or Anna, that are tagged with either ‘project’ or ‘project2’. In this case, we need to search across both users and tags, so you need to add the name of the indexes you want covered..

l: (owner.username:bob OR  owner.username:anna) AND (docTag:project OR docTag:project2)
The parentheses are important to ensure the precedence of the OR/AND operators.

The field index names are as follows:

fields.fieldData – full text
docTag – tags
formName – form name
name – document or folder name
owner.username – username of the owner

For more details on Lucene syntax, please look at this reference documentation:
http://lucene.apache.org/core/2_9_4/queryparsersyntax.html

Ordering and sorting results and showing more results per page.

By default,  results are  ordered by name and sorted DESC.

Order by name / Sort DESC : 0 – 9 A – Z a – z
Order by name / Sort ASC : z – a Z – A 9 – 0

The column headers which can also be used as ordering criteria are indicated by being a blue ‘clickable’ link. You can change the column to use for sorting by clicking the link headers. The current column being used for the display order will have an ‘Order’ icon made of up and down arrows. You can toggle the results order using the icon – the icon will offer the alternative order to the current one and change the listing to that if clicked.

Name:

Order by name Sort DESC
Order by name Sort ASC

Modification date :

Order by Last Modified Sort DESC
Order by Last Modified Sort ASC

 

You can change the number of records per page using the following option :

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Or just navigate through the results using the links :

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After that, you can generate another search to order/sort the results. This example uses the Advanced search.

Example Queries ( from anywhere) Will return
Text: protein
User: user1a
See next screenshot

You can order the results from your search by Name and Last Modified, again by clicking the column header.

By default the results are ordered by Name (DESC).

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Now if you want to get the ordered results by name (ASC), you can  click on the ‘Order’ icon next to the Name column header, resulting in:

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The results now ascend from the last alphabetical name to the first, and the ‘Order’ icon offers ‘Descending’ if clicked. Let’s now order the results by Last Modified (DESC / ASC). Click on “Last Modified” link header to get the ordered results by “Last Modified” (DESC).

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Now if you want change the order DESC to ASC, you should click on the ‘Order’ icon which appears close to the Last Modified link.

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