Files Search is where you can find all files you've been given permission to access via your user roles. As a user, you may have access to additional files in your Packages that do not appear in File Search.
File Search is like your computer's file directory or any cloud drive.
In this article:
File Search Features
Note: When searching for files, the Tags and Metadata that appear in the Search Results, Filters, Browse Panel and Tabs are reflective of what files are in the system. If Tags you’re looking for aren’t displayed in the Browser Tab or Filter Tab, then there are no files with those Tags. In other words, CORE's search feature only shows tags if those tags are in use.
Browse Panel Tab
The Browse Panel tab lets you look through for files like a directory structure. Select a Top Level Tag from the dropdown, then browse through the nested Tag Values. Clicking a value will add Search Filters in the Options panel, and search for files matching those values.
As with the search feature, if a tag has no assets associated with it, it will not show in the Browse tab.
Top Level Tag Select - Click this dropdown to view Top Level Tag Values, and select one to view the nested Tags Values under it.
Browse Directory - The directory reflects the nested Tag Values of Files based on the Top Level Tag that you select. These Tag Values are the Structural Tags that you or another user chose when uploading the Files.
Click the next to any value to view the values nested beneath it.
Clicking on any value will add Search Filters to the Options Panel, and search for those values.
Browse Panel Right Click Functionality
Right clicking on tags within the Browse panel offers additional functions based on your permissions.
Get URL link - Click on it and it will copy the url on clipboard.Same url can be pasted on new browser will directly open the files under the deleted asset.
Grant user access - (ADMINS ONLY) Provide the access on user on the selected files under the tag or the asset itself. For more info go to Grant User access
Rename - (ADMINS ONLY) Right click on tag and edit the existing name to a new name and click on the blue Rename button.
Upload
Filter Panel Tab
The Filter Panel tab has search options that enable you to narrow down the specific Tag Values and return the Search results you are looking for. The filter can be narrowed by any combination of Tag Fields. Only the Tags that are associated with files in the system are shown, with one exception: File Type. This list will always appear in the Filter Panel even if no files are associated with certain Tag Values.
Search Bar & File Display Controls
Note: The files and options that appear in this view may vary based on your permissions. If you need access to something that you do not have access to, please ask your Administrator.
Search Bar - Search for Files whose filenames, tags, and other metadata match the terms you enter. Click the icon or hit Enter to search.
Save / Load Template - Save sets of search terms and filters that you use frequently, and easily reload them later.
Advanced Search - Refine your search quickly and accurately to get the right result(s)
Production: Select a production as per need to search the further file information
Has the Words: Enter the File name to be search for under the production selected. It will search all files which has the name entered. Multiple file names can be added in one go to search for.
Doesn't have: Search result will show all the file names which are in the production selected by excluding the file name mentioned in it.
File Type: Select the type of file like Audio, Video, Image etc which you want to search.
Date: Provide the date range. This is the date the file was uploaded to CORE.
Status: You can select the status type like Status, Creative Status, Legal Status etc and then select the corresponding value to filter searches by.
Tags: It will allow you to select the tags associated with the file search.
File Id: If user know the file id then same can be entered which will provide the faster result
Uploaded by: The user who uploaded the file(s) you're searching for. If the user is you, it appears as "Me" at the very top of your search.
4. Display Setting - Choose between List Mode and Thumbnail Mode to display your files. Thumbnail is the default display setting.
5. Group Mode - Toggle Group Mode on and off. Group Mode displays files grouped together by Asset Groups (shared Structural Tag Values). Group Mode ON is the default setting.
6. Sort By - Dropdown menu that enables the user to sort results by Upload Date , Name,File Id etc.
7. More Options - Dropdown menu with Add to Package and Share actions that when selected, open a right side panel that enables the user to drag and drop files from Search Results into the right side Package panel or Share panel. For more information about how to add files from Search Results to a package, go to Creating a Package . For more information about how to share files from Search Results, go to Sharing Packages.
Files & Search Results
This is where Files matching your search criteria appear.
The most recently uploaded files are shown first.
Use the Search Bar, Filters, Sort, and Group options to change what and how Files are displayed.
You will see only the Files that you have permission to access.
If you cannot find the files you need, or if you believe you should have access to additional files, please contact your Administrator.
Asset Groups
Asset Groups - Group Mode is the default view for the system. Group Mode displays files grouped together by shared Structural Tag Values.
Group Name - The Group Name represents the Structural Tag Values that the Files within the Group have in common. Click the Group Name to open the group in Asset Viewer.
Group Options - Click any of the icons at the top right of any Asset Group to interact with the group. Any option you click on will apply to all Files within the group.
Files in Group - A number indicating the number of files in a specific Asset Group.
Share - Share the Asset Group as a Package.
Upload - Upload files to a that Asset Group specifically.
Download - Download that Asset Group.
Discussion - Opens the Commenting Panel for the Asset Group
Asset Details - Contains the Tag and Metadata information connected with the specific Asset Group.
Add to Package - Creates a new package made up of the Asset Group, in which more Files can be added to the package as desired.
More Options - Pop out menu that enables users to take further action with the Asset Group.
Download - Downloads that Asset Group. Depending on user’s settings, will be downloaded as a Zip File when Simple is turned on, and individual files when Aspera is turned on.
Share - Opens the Sharing Panel to enable the user to send the Asset Group as a Package to other users.
Add to Package - Creates a new package made up of the Asset Group, in which more Files can be added to the package as desired.
Grant user access - (ADMINS ONLY) Provide the access on user on the selected files under the tag or the asset itself. For more info go to Grant User access
Edit - The availability of this option depends on a user’s permission. Selecting this option opens the Asset Details panel and enables you to edit an Asset Group’s tags
Delete - Deletes the Asset Group.
Details - Shows the Asset information
Discussion - Opens the Commenting Panel for the Asset Group
History - Selecting this option opens the History panel showing user activity surrounding the specific Asset Group.
Files - Group Mode will display a preview of the first few files it contains. Click any File to view it, or to access all Files within the group, click on the Asset Group’s name to open the Asset Viewer. Files can be displayed in Thumbnail or List Mode within a Group. Further detail on each mode is provided below.
Individual File Results - When Group Mode is OFF, individual Files are listed all together in the main Search Results.
Turn Group Mode On or Off
Toggle Group Mode ON or OFF in the Search Options Panel located above Search Results.
Group Mode OFF in Thumbnail Mode
Switch Between List Mode and Thumbnail Mode
Switch easily between List Mode and Thumbnail Mode using the Display Setting in the Search Options Panel.
The icon that’s blue indicates which mode is currently active.
Thumbnail Mode
Thumbnail mode is the default file display mode.
Click on any thumbnail to view it.
Click the checkbox on a file to select it.
Click the 3-dot ellipsis for more options.
Download - Opens Download Options on the right of File Search where you can initiate a download
Share via Package- Opens the Sharing Panel on the right side of File Search from which you can send the File
Add to Package - - Opens the Package Panel on the right side of File Search, enabling you to create a Package with that File.
Edit - If you have permission, opens the Viewer and Asset Details Panel in Edit Mode for that File
Delete - Deletes the File
Rename - Renames the file
Reprocess - Reprocessed the file
View -
File Info - Open the Viewer and show the File information Panel for that File
View Comments - Opens the Viewer and Comments Panel for that File
View Details - Opens the Viewer and Asset Details Panel for that File
NOTE: Files with comments and approvals will show those on their thumbnails in both Thumbnail Mode and List Mode when the Thumbnail is one of the columns.
List Mode
In List Mode, you can view the full name of each file, as well as additional details about the file, such as File Size and the date that the File was received.
ID, Name, Create Date, Size, and File Type are the default columns shown.
Click the Gear icon to open Customize Columns
Check the tag fields to add and remove list columns.
Reorder the columns by dragging them up and down.
Click Save when you have them in the order you wish.
Refresh the page when changes are saved.
Click, hold, and drag the right divider lines of a column to increase or decrease its width.
Customize List Mode View
While you're in List Mode, you can customize which columns are shown.
To change the tag fields displayed in your List mode,
Click the gear icon in the upper-right corner of the Results.
Check a tag field to add it to your list view and uncheck to remove it.
To find a column, type its name in the search field, and the columns will be filtered to those matching what you type.
Save.
Refresh your site page.
To reorder the display of your columns:
Open the Customize menu with the Gear icon.
Select the hamburger icon to the left of the tag field you want to move.
Drag a tag field to place it before or after another.
Click the Save button again to save your settings.
Find Files in File Search
Filter Your Search
You can narrow down your search results in the following ways:
Use the Filter Tab to select active tags and narrow down your results
Use the Browse Tab to select a specific production, if desired.
Use the Search Bar with keywords.
Users can use all of these methods individually, or a combination of some or all of them.
Each search function has its own set of filters, clear out all filters before starting a new search. If you aren't finding what you're looking for, double check that you haven't left a keyword in the search bar, are still in the previous production, or have a straggling tag filter still selected.
Tags in the filter menu, do not filter each other. To filter tags in the filter menu, start by selecting a tag within the Browse tab. This will narrow tags to those found only in the selected tag group.
Save a Search Filter
To Save a Search so it can be reused,
Click the Save icon to save the current set of filters as a template.
Enter a name for the template, then click Ok to save.
To access your saved Search Filter Templates,
Click the folder icon to view your saved searches.
Click the name to load it, or click the trash icon to delete it.
Sort File Results By Upload Date or Name
By default, Files will be listed in the order in which they were uploaded. To select a different Sort Option,
Use the dropdown to change the method by which your files are sorted.
Select any of the sorting options will then sort the files accordingly
Clicking the toggles between ascending and descending order for the selected Sort item. The arrow will change direction indicating which Sort Order was selected.By default Descending order is set
Remember: When starting a new search to clear out your previous search settings. Browse, Filter, and Search / Advanced Search operate independently of each other, so they'll all need to be cleared out when starting a search from scratch.
Search Best Practices
CORE has a lot of filters and tags. For the best search results in CORE we recommend the following:
Whenever possible, start with a Production or tag in Browse. By selecting a Production, Department, etc. the tags in the Faceted Filter will automatically narrow down to what's associated with your selection.
Use the Filter as needed to further narrow down your results, or apply the advanced search filters.
Narrowing down your search first by Browse, makes your search results more precise. However, if you're looking broadly for a tag across a myriad of productions or projects, then using a combination of the Advanced Search and Faceted Filter tags is your next best option.
Where to Find Files in CORE
Users can search for files, assets, and packages in different modules throughout CORE
In File Search, users can find individual files and asset groups through a combination of Filters in the Search Options Panel at the top of the module and the Browser Panel’s Browse Tab and Filter Tab. Search parameters can be saved with templates for future use, and results can be sorted and selected for various needs. (i.e. Package Sharing)
In the History module, you can see what files you interacted with recently. Users with certain permissions can see what files accessed by other users.
In the Inbox / Packages module, using Search, you can find packages that contain certain files you need. For instructions on this module, go to Package Inbox >> Search section