How to Configure Search Settings

Search Settings define how search behavior, features, and results function across your entire Documoto tenant. These configurations control the search and filtering experience within the Documoto Library.

In order to access these settings, you must belong to a User Group with Tenant Admin privileges enabled.

Use caution when making changes, as updates will impact all users.

Article Topics

Accessing Search Settings

Within Documoto go to Admin > Admin Center > Library > Search Settings

Search Setting Controls

Each setting includes the following controls:

Default: Tenant-level defaults inherit the Documoto system defaults. System defaults for each setting are noted in the corresponding section.
Enable / Disable: Each setting can be enabled or disabled using a toggle, button bar, or checkbox - depending on its control type.

Search Results Configurations

The following table lists available Search Results Configuration settings and their system defaults:

Setting	Description	System Default
Default Sort Mode	Defines how search results are sorted by default. Available options include: Most Relevant (relevance) Name A-Z (name_asc) Name Z-A (name_desc) Identifier A-Z (identifier_asc) Identifier Z-A (identifier_desc) Description A-Z (description_asc) Description Z-A (description_desc) Type A-Z (searchable_type_asc) Type Z-A (searchable_type_desc) Updated A-Z (updated_asc) Updated Z-A (updated_desc)	Most Relevant
Show Media and Product Page Identifiers in Library	When Enabled, displays Media Identifiers and Part Numbers in search results. When disabled, these identifiers are hidden.	Enable
Hide Books in Search Results & Recently Added	When Enabled, Books are excluded from Search Results, Recently Added, and Type filters.	Disable
Hide Pages in Search Results & Recently Added	When Enabled, Pages are excluded from Search Results, Recently Added, and Type filters.	Disable
Hide Parts in Search Results & Recently Added	When Enabled, Parts are excluded from Search Results, Recently Added, and Type filters.	Disable
Enable Grouping by Media Categories in Contextual Search	When Enabled, groups search bar results by Media Category (rather than Media Type)	Disable
Default Search Mode	Defines the behavior of the "Show only Exact Matches" checkbox in the search bar. Available options include: Exact: Checkbox is enabled. Example: searching for "wire harness" returns only results for "wire harness" Contains: Checkbox is not enabled. Example: searching for "wire harness" returns results for "wire", "harness" and "wire harness".	Exact

Search Features

The following table lists available Search Feature settings and their system defaults:

Setting	Description	System Default
Allow Export from Search Results	When Enabled, allows users to export a .zip file containing all media content from Library search results. This enables offline access to downloaded files.	Disable
Where Used Count in Search Bar	When Enabled, displays the "Where Used" count for each entity (e.g. part, page, book, media) in the search bar results	Enable

Tag Search & Filtering

Tag Search & Filtering settings allow Administrators to configure how tags are used for search and filtering within the Library. A scrollable grid lists all tags available in the tenant, with configurable options for each.

Setting	Description	Control
Searchable	Enables the tag to be searchable in the Library	Checkbox
Filterable	Enables the tag to be used as a filter in the Library	Checkbox
Faceted	For a filterable tag, displays all available tag values as selectable checkboxes within the Library filter	Checkbox
Pinned	Pins the filter so it remains visible in Library and Browse Flow search results	Checkbox
Search Boost	Increases the tag's relevancy weight in search results	Numeric input
Store Filter Values	When Enabled, user-selected filters are saved in their web browser's local storage and automatically re-applied in Library search results.	Checkbox

For more information on tags and filters, please refer to the following articles:

System Field Search & Filtering

The System Field Search & Filtering settings enables administrators to configure which system fields can be searched, filtered, or pinned, and to set Search Boost levels that adjust their relevance in results.

Administrators can enable or disable the following System Fields for search:

Media Description
Media Identifier
Media Name
Page Description
Page Filename
Page Name

For example, an administrator might disable Media Identifier as a searchable field if that data is not meaningful to end users. Searches would then rely on the remaining relevant fields.

Filterable System Fields

The following System Fields are not searchable, but can be configured to be Filterable and/or Pinned:

Type
(Media) Categories
Organization

Search Settings Support

If you have any questions about how you should configure your Search Settings, please contact your Documoto Customer Success Manager or Support at support@documoto.com.