Manage search settings

Manager An administrative role responsible for managing workflows, feedback, and document assignments. users in the administrator role manage the Search settings for the Panviva database.

Note: You must have advanced permissions to access the Admin menu and update Feedback settings.

Manage search settings

  1. Open Panviva Manager.

    The Document Management window displays.

  2. Click Admin.

    The Administration window displays.

  3. Expand the Search section.

  4. Select the feature you want to manage:

    To manage...

    Then go to...

    The default search criteria for documents Manage document manager search order

    The name of a document type that can be searched

    Manage document manager search order

    Search filter settings

    Manage search filter settings

    Search result settings

    Manage search result settings

    System saved search. (A search filter that is available to all users when they expand the search filter in Viewer A user role with read-only access to Panviva documents who can also submit feedback..)

    Manage system saved search settings

Manage document manager search order

This option sets the default Find criteria for document searches across the database.

  1. Navigate to Search section.

  2. Select Document Manager Search Order.
    The Settings window displays

  3. Under Document Manager Search Order, select the default option from the list:

    • Name

    • Description

    • ID

    • Text

    • Keywords

    • CSH Keywords

    • Any Text

    • Image

    • Custom Properties

  4. Click Save.

Note:
If the selected option is unavailable in a specific context, the system defaults to Name.
Changes to the default search criteria only take effect after users log out and back in.

Manage document types for search

Note: When users select a Document type to search on in the Viewer search filter, they normally see the Panviva Manager name of the document type - e.g. 'Top tabs full screen' or 'Left tabs 2/3 screen'. Thus, you have the option to give the display type a name that's more useful for the user to identify.

  1. Expand the Search section to display the options.

  2. Select Document types for search from the list of options.

  3. Edit the fields:

    Field

    Example

    Top tabs full screen

    Optional. Select Process map or Quick reference chart

    Top tabs 2/3 screen

    Optional. Select Quick links or Reference

    Top tabs 1/3 screen

    Optional. Select Procedure or Index

    Left tabs full screen

    Optional. Select Reference or Policy

    Left tabs 2/3 screen

    Optional. Select Overview, Reference or Policy

    Side window

    Optional. Select Process map, Quick reference chart, or Image map

    External document

    Optional. Select Word, Excel, or PDF

  4. Click Save to update the settings.

Manage search filter settings

These options determine which search filters display to the users.

  1. Expand the Search section to display the options.

  2. Select Search filter settings from the list of options.

  3. Enable the filters that you want.

  4. Set the display order for the selected filters using the up and down arrows.

  5. Click Save to update the settings.

Manage search result settings

  1. Expand the Search section to display the options.

  2. Select Search result settings from the list of options.

  3. Enable the filters that you want:

    Field

    Instruction

    Document type icon

    Select or clear the check boxes:

    • Display in results displays when the user presses Enter after typing their search term
    • Display in auto-suggest displays information in the auto-suggest window when searching.

    Breadcrumbs

    Select or clear the check boxes:

    • Display in results
    • Only when expanded (Information displayed only when the user expands the search result after pressing Enter after typing their search term.)
    • Display in auto-suggest.

    Fields matched on

    Select or clear the check boxes:

    • Display in results
    • Only when expanded
    • Display in auto-suggest

    Snippet

    Select or clear the check boxes:

    • Display in results
    • Only when expanded
    • Display in auto-suggest

    Document rating

    Select or clear the check boxes

    • Display in results
    • Only when expanded
    • Display in auto-suggest

    Description

    Select or clear the check boxes:

    • Display in results
    • Only when expanded
    • Display in auto-suggest

    Last updated

    Select or clear the check boxes:

    • Display in results
    • Only when expanded
    • Display in auto-suggest

    Classification

    Select or clear the check boxes:

    • Display in results
    • Only when expanded
    • Display in auto-suggest

    Document ID A unique identifier assigned to each Panviva document for version tracking and linking.

    Select or clear the check boxes:

    • Display in results
    • Only when expanded
    • Display in auto-suggest

    Document type

    Select or clear the check boxes:

    • Display in results
    • Only when expanded
    • Display in auto-suggest

  4. Set the display order for the selected filters using the up and down arrows.

  5. Click Save to update the settings.

Manage system saved search settings

  1. Expand the Search section to display the options.

  2. Select System saved search from the list of options.
    You can add, edit, or remove a saved search.

  3. When you are done, click Save to update the settings.

Add system saved search

  1. Click Add to display the System saved search window.

  2. Complete the following fields:

    Field

    Instruction

    Name

    Type a name for the system saved search.

    Term

    Type the search word or phrase associated with the saved search.

    Filters

    Select the appropriate filters (such as Folder, Match on, Document type and Changed when).

    Who can see this saved search

    • Click Add role(s).

    The Role Selector window displays.

    • Select the role(s).
    • Click Add role(s).
    • Click Save.

Edit system saved search

  1. Select a system saved search.

  2. Click Edit to display the System saved search window displays.

  3. Change the following fields, as required:

    Field

    Instruction

    Name

    Type a name for the system saved search.

    Term

    Type the search word or phrase associated with the saved search.

    Filters

    Select the appropriate filters (such as Folder, Match on, Document type and Changed when).

    Who can see this saved search

    • Click Add role(s).

    The Role Selector window displays.

    • Select the role(s).
    • Click Add role(s).
    • Click Save.

Remove system saved search

  1. Select a system saved search.

  2. Click Remove. The search is highlighted by a strikethrough and red Removed label.

  3. Click Save to remove the saved search.