Browse the Library Folders

Qvidian does not select the sub-folders automatically when you select a top-level folder. Similarly, Qvidian does not automatically run a search when you change the search scope by selecting or deselecting folders.

Example: If you select some folders and run a search and later you add more folders to expand the scope of the search, the newly added folders are not searched automatically.

1. Open the Folders tab.
2. Click the Folder Settings icon.
3. Select the desired checkboxes to update your settings: 
   • Auto-select SubFolders: Enable this option to select all the sub-folders contained in a folder. When this option is not enabled, only the top level folder is selected and the sub-folders must be selected manually. The "Auto-Select Subfolders" option will be enabled for any users that do not currently have a preference set or have reset their preferences.
   • Auto-run Search: Enable this option, to update the search results automatically, when you add or remove folders to search, or the number of matches in a folder change due to the addition of new matching records to the folder. This is useful for users that frequently browse folders, or just want quicker response times. This is not for users that often select a large number of folders one at a time.

Selecting and deselecting folders and subfolders impacts the search function and search results in the following ways:

• When you select a folder, only the content records in the folder are searched. The subfolders and the content records in them are not searched unless they are selected.
• When you run a search without selecting any folders in the library, all the folders in the library are searched including the unassigned content records. These are orphaned records that belonged to a folder that was deleted.

Tip: The tri-state checkboxes in the navigation tree will show you when a folder has child folders that are selected, allowing you to quickly locate those folders. You can also clear the checkbox to deselect all child folders.

To make it easier to see the contents of your library, you can expand all or some of the subfolders.

• To expand a single folder, click the Expand icon.
• To expand a folder and all its subfolders, hover over the desired folder, click the More Options menu and select More Tools > Expand Subfolders.
• To collapse a single folder, click the Collapse icon.
• To collapse a folder and all its subfolders, hover over the desired folder, click the More Options menu and select More Tools > Collapse Subfolders.
• To expand or collapse all folders, click the More Options menu at the top of the tab and select More Tools > Expand / Collapse Subfolders

• To search for a specific folder, enter the folder name into the Find a Folder... search box and click the Search icon or Enter.

• To view the records in a folder, click the number in parenthesis to the right of the folder title, to display the records in the search results panel.

Tip: There is a global setting called "FolderStatisticsMode" that determines whether user permissions are considered when calculating this count. For users who manage permissions on the folder level, you can leave this off to get greater efficiency. For users who manage permissions at the content level, you can adjust this setting so that users only see the count of content the have permission to view.

• To view the contents of several folders at once, select the check box next to each desired folder and then click Search at the bottom of the "Folders" tab. The combined contents of the folders displays in the search results panel.
• After you run a search, the matching records are displayed in blue bubbles. To view all the records in that folder double-click the folder. Click the Back to All button to return to the search results.

Note: Selecting a folder does not automatically search the contents of its subfolders. The count of content records in the folder matching the search term displays in blue bubbles. For more information on including folders in searches, see Search the Library or Limit a search to specific folders .

Note: By default, when you add or remove folders after a search, the search results are not automatically updated. Click Search at the bottom of the "Folders" tab to rerun the search. To automatically run the search on selecting or deselecting folders, enable the Auto-run Search option in the Folder Settings.

The checkboxes present on each folder have three states selected, unselected, and partially selected. Each state informs you if the folder or its subfolders is selected. This is useful when you have a large library with nested folder structures, and you must scroll down a long list to verify if a subfolder is selected.

• Not checked icon: Indicates that a folder nor any of its subfolders are selected.
• Checked icon: Indicates that the folder is selected. When you deselect the checkbox the following events occur:
  • If auto-select subfolders is active, then the box clears, and any selected subfolder is deselected.
  • If auto-select subfolders is not active and:
    • If none of the subfolders are selected, then the box clears.
    • If one or more subfolders are selected, then the box changes to partially checked. If the top-level folder is partially selected then the checkbox on the top-level folder clears.

Note: The "Auto-Select Subfolders" option will be enabled for any users that do not currently have a preference set or have reset their preferences

• Partially checked icon: Indicates that one or more subfolders is selected. Click to clear the checkbox and deselect any selected subfolders and partially selected top level folders.