This article describes the different methods users can employ to quickly and easily find content or information in Documoto Rocket Cloud Library.
- Search Basics
- Searching Methods
- Global Search
- How to Invoke a Global Search
- Browse Flows
- Go To Search
In Documoto Rocket, all entities (books, chapters, pages, parts, documents and media) are searchable. Tags, or metadata, can then be applied to any entity to increase its searchability. Depending on the configuration, entity tags can also be used to filter content or information in Documoto (detailed below).
From the landing page, users have three methods to search for content or information in Documoto Rocket:
- Invoke a global search
- Browse for content visually
- Click the Go to Search button
More information for each of these methods can be found below.
In Documoto Rocket, search can be used to globally search all content that has been made available to a user. Note that the search bar is fixed at the top navigation bar. In other words, the search bar will remain visible and in the same position, as users scroll or move about the application. As a result, users have the ability to invoke a new search from anywhere in Documoto.
Contains vs. Exact Match Search
When invoking a global search, users can select if they want to search for anything that ‘Contains’ the keyword they submit, or search for anything that is an ‘Exact Match’ for the keyword they submit.
If searching multiple keywords, ‘Contains’ will return results that have any of the individual words or values. Therefore, if you are searching multiple keywords for a specific term, you should use the ‘Exact Match’ option. ‘Exact Match’ will find the exact string of characters, as if you were using an internet search engine with “quotes” around the search term.
To invoke a wildcard search, users can use the asterisk symbol (*) to prepend and/or append a keyword or value. For example, if a user knows the part number they are looking for ends with ‘109’, the user could prepend, or add an asterisk before, *109, to invoke a wildcard search for any entity ending in ‘109’.
When a user invokes a global search (contains or exact match), all results are displayed on the search results page and sorted based on the default Sort Option (see below).
Users can clear the search by clicking the icon to the right of the search term(s).
In Documoto Rocket, search results are paginated to improve responsiveness. By default, Documoto displays 20 records per page, but users can define the number of records(5,10, 20 or 50) displayed using the drop-down at the bottom right. The current page a user is viewing is identifiable by the highlighted number at the bottom left. Users can scroll from page to page by clicking desired page numbers. Note that Documoto will always display the limit, so users can see how many pages their search yields.
Users have two options to display search results:
- List View: displays search results in a list that includes name, identifier/part number and a thumbnail image (if applied)
- Table View: displays search results in a sortable table that includes name, description, identifier/part number, entity type and updated date
By default, Documoto will sort search results by ‘Most Relevant’. However, users can sort results by selecting from the drop-down list of options (each detailed below) at the upper right.
- Most Relevant: when search scans all searchable fields, each match returned is given a score based both on the number of occurrences that the search term appears in the results as well as weight of those occurrences (Example: Certain fields, such as part number, media name and media identifier are weighted as more important). This score is used to determine what is the ‘most relevant’
- Name A-Z: sorts by ascending alphabetized entity name (e.g. media name, page name, part name, etc.)
- Name Z-A: sorts by descending alphabetized entity name (e.g. media name, page name, part name, etc.)
- Identifier A-Z: sorts by ascending alphabetized identifier (e.g. part number or media identifier)
- Identifier Z-A: sorts by descending alphabetized identifier (e.g. part number or media identifier)
- Description A-Z: sorts by ascending alphabetized entity description
- Description Z-A: sorts by descending alphabetized entity description
- Type A-Z: sorts by ascending alphabetized entity type in the following order: book, document, external, page, part, video
- Type Z-A: sorts by descending alphabetized entity type in the following order: book, document, external, page, part, video
- Updated A-Z: sorts by ascending alphabetized entity updated date
- Updated Z-A: sorts by descending alphabetized entity updated date
Note that page filenames, or page IDs, are not displayed in Documoto. As such, it is not recommended to sort entity type ‘pages’ by either of the identifier sort options.
Filters allow users to refine, or narrow down, search results. It is effective and common for users to enter a search term first, then refine the search results using filters, to quickly find desired content or information.
By default, two system filters will be pinned to the immediate right of the Filters+ button. The ‘Type’ filter will allow users to refine search results by Documoto entity type (part, page, chapter, book, document, external, video, etc.).
The ‘Categories’ filter will allow users to refine search results by media categories, which have been configured by an Administrator.
Users can apply additional, configured filters by clicking the Filters+ button and selecting the desired filter from the drop-down list. Once a filter has been selected, it will also be pinned below the Filters+ button.
Depending on the filter’s configuration, users may be presented with different options to apply filters:
- Faceted filter: all available filters, or values, will be displayed as checkboxes within a list
- Range filter: allow users to enter a numerical range and/or alphabetical range, using the prefixes and suffixes drop-down on the left
- Textfield filter: allow users to enter any desired keyword, or string, within the filter’s textfield
Note: although multiple filters can be applied be a single search, Documoto will only return results that matches each of the applied filters.
To remove a filter, users can simply click the icon on the right side of the pinned filter or by clicking the button.
How to Invoke a Global Search
- Log in to Documoto.
- Enter your search term in the search bar
- Select whether you want to search by ‘Contains’ or ‘Exact Match.’
- Click the magnifying glass or enter on your keyboard to execute your search.
- Any search results will be returned on the search results page
- Select the entity you wish to open by clicking on the entity name
- Or, browse search result pages using the pagination options
- Or, refine search results using filter(s)
From the landing page, users can also browse for content visually, by selecting from the available tiles in the ‘Browse’ flow. Browse flow tiles are pre-defined by an Administrator and are intended to guide users to a pre-defined set of content. By clicking on a tile, Documoto will drive users down to relevant content, ultimately arriving at the search results page. The name of the final browsing tile will be displayed on the search results page with the number of associated results. From here, users can browse or filter search results to further refine the content set.
Go to Search
From the landing page, users can select the button to see all content that has been made available to them in Documoto. In other words, Go to Search displays all Documoto entities (books, pages, parts, documents, external links and videos) in the search results view.
Note: there is a Tenant property that can disable the 'Go to
Search' button. If you would like to disable 'Go to Search',
please contact firstname.lastname@example.org or your Customer Success