Viewing

Select the Library tab, then click on a menu/folder to view that menu page, and click on a thumbnail on this page to be taken to that content’s information page.

Content Information Page

On the information page you will see a preview, as well as text information (meta information), sub-content,  relations , and versions which are related to the content.

The right area where sub-content and relations are viewed can be opened and closed by pressing < > button. When closed, preview and meta information area will be enlarged.

Also, if each meta item is grouped, it can be opened and closed by clicking ＞ button that displays in the title section of the meta group.

On the information page, you can execute actions such as Register Sub-content, Master content/preview/Change thumbnail, Register Version, and Relation/Remove Grouping.

The content will be displayed with the following conditions:

• Click on a menu to see all content registered under that menu.
• Click on a folder to see all content registered to that folder, or in any folders nested within.

* The Favorites menu is displayed by folder, and all content registered to Favorites cannot be displayed at once.

When moving from the enlarged preview view to the content menu page or the content information page, or when moving from main contents to sub contents in the content information page, a frame will be displayed on the content that was last previewed.

Arranging the Menu Page

The results on the menu page can be arranged as follows.

• Sort: By default*, Updated, File Name, Registration Date and Title are prepared as sort items, and the contents are sorted in ascending/descending order.
• Display Toggle Icon: Switches between thumbnails (large), thumbnails (small), and list view.
• Change No. of Items Displayed Icon: Changes the number of items of content shown on each page. (50, 100, or 150).

* Sort items can be added by the site administrator.　Please click here for details.

If the list view is selected, the last previewed content will be shaded.

Enlarged Previewing

On the menu page or information page, click the enlarged button  to see an enlarged preview of the content.
The enlarged preview will be displayed in one of the following three sizes, depending on the site settings.

1. 500 pixels on the longest side: Keep the original image ratio and display the long side as 500 pixels.
2. Full-size (vertical and horizontal alignment): The longer of the vertical or horizontal side of the image is adjusted to fit in the display area and displayed.
3. Full-size (Width alignment): Width of the image is adjusted to fit in the display area and displayed.

Please note that images that do not meet the display area size will be enlarged. If you want to change the enlarged preview size, please contact your sales representative or amana system administrator.

The following operations are also available.

1. Enlarged Preview Content Navigation/Page Display

On the enlarged preview window, you can move to the next or previous content, or navigate pages of a document.

Document types supporting page navigation: Microsoft Office, PDF

2. Zoom Preview

For previewing an image whose long side size is 500 pixels, hover the cursor over the preview window to zoom partially in on the image.

For more information on previewable image types, please see Automatic Thumbnail Generation Formats.

3. Selecting Content

You can select the content being previewed by clicking on the checkbox.
The content remains selected even after returning to the content menu page or the content information page.

4. Move to the content’s information page

On the content menu page, click the enlarged button and then click the Details button  to move to the content’s information page.
When previewing from the content information page, the <Detail button> is not displayed.

5. Display Flags

The current status of an item of content can be seen on the various flags which may be attached on the enlarged preview window.
Please refer here for The flags and statuses.

Searching menus

Click the Library tab, and then click the menus or the the folders nested under them to display a list of content contained within that menu/folder.

* Expanding and collapsing menus/folders
Click a menu or folder’s “>” mark to show the content of nested folders.

Searching tags

Click a tag name in the menu area to search for content with that tag within that menu.
You can view the tags attached to an item of content on that item’s information page.

Do the following to perform an AND search for multiple tags:

Windows: Click the tags you want to search for while holding down the Ctrl key.
Mac: Click the tags you want to search for while holding down the Shift key.

For more information on how to set tags, please see Tags.

Using the Refined Period Search Function

Click the magnifying glass icon  to make a search window appear, in which an advanced search can be performed, with conditions set for each menu.
Specific search conditions can be set for menu, folder, content ID, title, file name, date, or other details.

* Each search item will only be displayed if enabled by the Site Manager. The setting can be enabled in Managing Menus.

* If [Set Search Period] button is shown in the Period Search of the search window, this is a new version that allows you to more precisely search the period. Please refer to “Refined Period Search Function -Detailed Period Version-“.

* Search string specifications are as follows. Each search item works on the following logic:

• Content ID: Exact-match search + OR search for text in search field separated by spaces.
• File Name: Partial-match search + OR search for text in search field separated by spaces.
• Title: Partial-match search + AND search for text in search field separated by spaces.
• Date: Searches by the specified dates. Leave this empty to keep the date unspecified.
• Period**: Search by the specified period. Leave this empty to keep the date unspecified.
• Text string (alphanumeric, single-byte characters):Partial-match search + AND search for text in search field separated by spaces.
• Text string (single line): Partial-match search + AND search for text in search field separated by spaces.
• Text string (with line breaks): Partial-match search + AND search for text in search field separated by spaces.

* The text string search conditions do not differentiate upper and lower case letters. If you have different text for each language, only the text set for the language site in which you are logged in that language site will be searched for.
* An AND search will be performed for each search item.
* Each search item can be set to show or hide in the search function window for each menu from the Administrator Menu.
*Sub-content can be listed in search results alone only by directly searching for the content ID.

**Period Search Logic

To search by date, the search logic differs between the “Usage Period” and “Access Period” originally set in the shelf and the user’s optional period search.

1. shelf specific “Usage Period” and “Access Period” search logic

• Search for content that includes all periods between the start and end dates specified in the search.
• If the start date is not specified, search for content that includes the entire period before the specified end date.
• If the end date is not specified, search for content that includes the entire period after the specified start date.
• Content without start and end dates is also searchable.
• If both the search start and end date are not specified, the advanced search can not be performed by that period.

2. User-created period search logic

• If the content period overlaps by even one day during the specified search period, search all of the content.
• Content without start and end dates is also searchable.
• If both the search start and end date are not specified, the advanced search can not be performed by that period.

Using the Refined Period Search Function -Detailed Period Version-

Click the magnifying glass icon  to make a search window appear, in which an advanced search can be performed, with conditions set for each menu.
Specific search conditions can be set for menu, folder, content ID, title, file name, date, or other details.

*Each search item will only be displayed if enabled by the Site Manager. The setting can be enabled in Managing Menus.

* In the Detailed Period Version of the Refined Period Search Function, the search by period and date has been updated to be more precise. If the [Set Search Period] button is shown in the Period Search section, the Detailed Period Version is applicable to the site. If you cannot find the button, please refer to ” Refined Period Search“.

In order to use the search function with the new search logic, please contact your Shelf sales representative or Amana systems administrator.

Search string specifications are as follows. Each search item works on the following logic:

• Content ID: Exact-match search + OR search for text in search field separated by spaces.
• File Name: Partial-match search + OR search for text in search field separated by spaces.
• Title: Partial-match search + AND search for text in search field separated by spaces.
• Date: Searches by the specified dates. Leave this empty to keep the date unspecified. By checking [Search only for content with no date set], you can search for content that does not have a date set.
• Period: Search by the specified period. Leave this empty to keep the date unspecified. Click [Set Search Period]**to set the search method and period.
• Text string (alphanumeric, single-byte characters): Partial-match search + AND search for text in search field separated by spaces.
• Text string (single line): Partial-match search + AND search for text in search field separated by spaces.
• Text string (with line breaks): Partial-match search + AND search for text in search field separated by spaces.

*The text string search conditions do not differentiate upper and lower case letters. If you have different text for each language, only the text set for the language site in which you are logged in that language site will be searched for.
*An AND search will be performed for each field. Also, an AND search will be performed for each search item.
*Each search item can be set to show or hide in the search function window for each menu from the Administrator Menu. set to show or hide in the search function window for each menu from the Administrator Menu.
*Sub-content can be listed in search results alone only by directly searching for the content ID.

** Set Search Period

In the pop-up window that opens when you click [Set Search Period], select the search method, enter the search period, and click [Save].
Click [SEARCH] on the Search window to perform an AND search including other search conditions.

• Search by start/end date
  When you select [Search by specifying start and end dates], input fields to enter FROM-TO date will be appeared for each start/end date of the content, enabling/allowing you to search a wide range of search periods.
  

  1. Search for content that has both start/end dates within the search range.

  2. Search for content with a start or end date within the search range.

  3. Search for content whose start or end date is after the date specified in FROM.

  4. Search for content whose start or end date is before the date specified in TO.

  5. Search for the start/end date of content with pinpoint dates.

• Search by start to end date range
  
  When you select [Search by range from start date to end date], input filed for entering the start date and end date will appear. This allows you to search for content whose time period overlaps with the specified search period.
  
  6. Search for content whose period overlaps even partially with the period specified in the search.

• Search only for content with no date set
  Search only for content that does not have a start/end date or both.

Please refer to the following for detailed period search logic.

Share Page Link

Issue a URL to view the content menu/information page of the selected content.

1. Click [Share Page Link] icon in the content menu/information page.

2. When a URL for sharing is shown, click [Copy].
   You can directly access the content menu/information page from the URL.

* The access permissions will be applied. If the content is in a menu/folder that is not allowed to be accessed, it will not be shown. Contents in the temporary registered status will also not be shown in the content information page.

*In case of using multilingual site
If you were logged in before opening the shared link, the screen will be displayed in the language in which you are logged in.
If you were not logged in, the login screen will be displayed in the language used when the shared link was created.

*Share Page Link cannot be used while searching all.

Search All

The All Search feature allows you to search for content across menus. It is also possible to specify the menu to be searched in each case.

Content meta information search is basic, and string search within documents can be optionally added.
For sites that have added search from text in document data function, select either “Search by Meta Information for Content” or “Search from Text in Document Data” in search setting to search.

*All search feature is not available on the mobile device.

<How to search>

To search all, enter a keyword in the search box in the header and click the magnifying glass button. Also, the keywords are AND search separated by spaces.

*Please note the following restrictions when using All Search.

1. • While searching all, Refine Search, Content Registration, Content Registration Request, and Share Page Link cannot be used.
   • All search results cannot be exported to a list.
   • The meta items displayed at the bottom of the thumbnails while showing all search results are as follows:
     Content ID / Menu / Title (hidden if not entered) / File name / File size / Registered date or update date
   • When executing [Search from Text in Document Data] , the search may not be performed immediately after content registration because indexing of strings is performed after the registration. In this case, please search again a while later.
     Indexable documents must be less than a million characters in string extracted results and less than 10 MB in bytes.
   •  When [Search from Text in Document Data] function is executed, the list is displayed as a list only, and it is not available to switch to thumbnails large or small. If you click [TOP] in the breadcrumb list, each menu, or the image icon in the upper right corner, you will return to the menu page when logging in., and the display format will also return to the default.

<Search setting>

The search target can be selected on the all search setting window that appears by clicking on “Search Setting”.
Check the relevant item(s), and then click Apply.

Setting items are as follows:

• All search targets
  You can select whether to search for meta information or for strings within documents.
  *If search from text in document data function is not enabled, only meta information can be searched, and the search option will not be displayed.
  .
  ○Search by meta information for content.
  Partial-match search based on content file name, Content ID and meta information ( Title / string/pull-down/radio button/checkbox/folder name).
  Also, the keywords are AND search separated by spaces.
  The text string search conditions do not differentiate upper and lower case letters. If you have different text for each language, only the text set for the language site in which you are logged in that language site will be searched for.
  .
  ○Search from text in document data.
  Search based on character strings written in or folder name the document data (fuzzy search*1).
  Also, the keywords are AND search separated by spaces.
  Target documents: PowerPoint, Excel, Word, PDF, Text file.
  * Images pasted in the document and text in captures are not recognized.

• Select menu for all search
  You can select which menu to search from.

• Select files for all searches
  You can select whether to include subcontents in the search.
  You can also select the type of document files to search if you are using search from text in document data function.

When you execute search all again on the content menu page, the search will be performed using the settings you set.

*1 Fuzzy Search

A certain level of fluctuation can be covered in the search.
Please note the following:

• Alphabets are NOT case-sensitive, e.g. shelf, SHELF, shelf and ｓｈｅｌｆ.
• Katakana (Japanese character strings) are not distinguished between full-width (double-byte) or half-width (single-byte) characters.
  However, if the file is written in character code Shift_JIS half-width only, it will not be detected.
  In such a case, the search will be available by mixing some full-width character strings in the file, or by converting the character code to UTF-8 when saving file.
• Numbers do not distinguish between full-width, half-width, Chinese numerals, Arabic numerals, and some enclosed characters, e.g. ２, 2, ②, 二, (2) and 02.
• English/Hiragana/Katakana/Kanji (Chinese characters) are searched as separate words, e.g. mail, めーる and メール/検索,けんさく.
• Symbols cannot be searched, e.g. %, ¥ and *.
• In Japanese, conjunctions, particles, and auxiliary verbs cannot be searched, e.g.です, ます, なので, だから, ～を and ～が.

*Some searches may not search properly due to file settings or other reasons. If you have any problems, please contact us.

* In order to use the Search All feature, please contact your sales representative or Amana systems administrator.