Search

The Fabasoft Cloud offers a powerful search and research capability.

Search With Mindbreeze

You can perform a full text search using the search field in the top bar (Alt + 4) or via the search portal (“Search” widget on Home).

To perform a search, proceed as follows:

1. Enter the desired search term in the search field and press “Enter”.
   Note: The search is not case-sensitive. If you start directly in the search portal, you can, if necessary, narrow down the search criteria even before you perform the search. The following search criteria are offered as standard, which can be extended depending on the object types found:
   • Where
     The objects found must belong to the specified context (e.g. objects assigned to your organization).
   • Date
     The objects found must have the specified change date.
   • Type
     The objects found must be of the specified type (e.g. text document).  
   • Contained in Teamroom
     The objects found must be assigned to the specified Teamroom.
2. The search result is displayed in the search portal. Only results on which you have search rights are displayed. You can use the search criteria to further restrict the search (e.g. to Teamrooms or types).

Note:

• In the search result, next to the search field, you can select the type of conjunction of the search terms: AND (all terms), OR (one of the terms), NEAR (all terms close to each other).
• In the result list, you can sort by specific, correspondingly indexed properties. The sortable properties can be found in the menu of the “Sort” button in the upper right corner (e.g. Name or Created on/at). In the column header, the “Sort” context menu command is only available for sortable columns. Clicking on the column header also only changes the sorting for sortable columns, otherwise nothing happens.
• The “Save Search Query” action allows you to save the search term and the currently selected search criteria under a freely selectable name.
• The "Saved Queries” > “<name>” action allows you to execute a saved search query. The last five search queries or the last five favorite search queries are displayed.
• The “Saved Queries” > “Further Search Queries” action allows you to view a list of all search queries. By clicking on a search query, it will be executed. In addition, you can rename, delete and mark search queries as favorite via the context menu.
• The “Save Search Result” action can be used to persist the search result in a "saved search result". You can select whether you want to remove entries that are already contained.
  Thus, you can easily perform a research even if there are many hits. To display the saved search result, you can click the “Search” widget on “Home” and switching to the “Saved Search Results” tab.

The Mindbreeze query language offers the following possibilities. The listed options can also be combined.

Metadata Search

You can perform a full text search using the search field in the header bar. However, in many lists and fields you can also search for objects based on specific metadata (“Search” button or “Add Entry” > “Search”).

In the search dialog you can select either an object class, a category of a user-defined form or an object aspect in the Selection field. When selecting a category or an object aspect, the Detailed Selection field is displayed, which allows you to additionally select an object class. The object classes for which the category or object aspect is intended are offered for selection.

You can additionally restrict the search to objects of the current Teamroom or organization.

Defining Search Criteria Using Options

You can define the required values for properties as search criteria. You can specify the type of value comparison (e.g. “begins with”) using the search option of the respective property.

Short description of all options

Different options are available depending on the property type.

• “equal”
  This option is used to find all objects whose value of this property is equal to the defined value.
• “not equal”
  This option is used to find all objects whose value of this property is not equal to the defined value.
• “any value”
  This option is used to find all objects whose value of this property is not empty. If this option is selected, no input is required in the input field. It is therefore displayed inactive.
• “no value”
  This option is used to find all objects whose value of this property is empty. If this option is selected, no input is required in the input field. It is therefore displayed inactive.
• “begins with”
  This option is used to find all objects whose value of this property begins with the defined string.
• “does not begin with”
  This option is used to find all objects whose value of this property does not begin with the defined string.
• “ends with”
  This option is used to find all objects whose value of this property ends with the defined string.
• “does not end with”
  This option is used to find all objects whose value of this property does not end with the defined string.
• “contains”
  This option is used to find all objects whose value of this property contains the defined string.
• “does not contain”
  This option is used to find all objects whose value of this property does not contain the defined string.
• “Full Text” Query
  If this option is selected, a full text search in string properties is performed (corresponding system configuration required). Operators like “AND” and “OR” are supported.
• “sounds like”
  If this option is selected, a phonetic search is performed. Objects will be found whose value of this property sounds like the defined string.
  Example: A search for “sounds like Meier” will return e.g. “Meyer”, “Meier”, “Maier” and “Mayr”.
• “does not sound like”
  If this option is selected, a phonetic search is performed. Objects will be found whose value of this property does not sound like the defined string.
  Example: A search for “does not sound like Meier” will return all objects except e.g. “Meyer”, “Meier”, “Maier” and “Mayr”.
• “from”
  This option is used to find all objects whose value of this property is equal or greater than the defined value.
• “up to”
  This option is used to find all objects whose value of this property is equal or lower than the defined value.
• “between”
  This option is used to find all objects whose value of this property is between the defined values.

Defining Search Criteria Using Wildcards

In the search query, wildcards act as placeholders for any characters or strings.

Example: A search using the string “_andy” in the Name field will return all objects with a name containing any character followed by the string “andy”.

Wildcards

• “*” or “%”
  These wildcards are placeholders for any string.
  Examples:
  A search for “*ergy” will return results containing any string followed by the “ergy” string: “energy”, “synergy”, “allergy”.
  A search for “berg*” will return results containing “berg” followed by any string: “bergamot”, “bergenia”.
  A search for “bl*d” will return results containing “bl” followed by any string and ending with the character “d”: “blood”, “bleed”, “blond”.
• “?” or “_”
  These wildcards are placeholders for exactly one character. You can either use “?” or “_”.
  Example: A search for “_andy” will return results containing one arbitrary character followed by the string “andy”: “Dandy”, “Candy”, “Sandy”.
• “~”
  The wildcard tilde “~” will run a phonetic search. All objects will be determined that are pronounced similarly to the defined string. A tilde always has to be entered at the beginning of the search string.
  Example: A search for “~Maier” will return results sounding like “Maier”: e.g. “Meier”, “Mayr”, “Maier”.
• “%%” or “**”
  To perform a full text search in string properties, the wildcards “%%” and “**” can be used.
  Example: A search for “%%energy” in the Name field will return all objects with a name containing the word “energy”.

Most options available via wildcards can also be defined via options in from the. For the “?” and ”_” wildcards, no equivalent options are available in lists.

Comparison: options and wildcards

• '“begins with” agreement' corresponds to 'agreement*'
• '“ends with” agreement' corresponds to '*agreement'
• '“contains” agreement' corresponds to '*agreement*'
• '“sounds like” agreement' corresponds to '~agreement'
• ''“Full Text” Query' agreement'' corresponds to '%%agreement'

Quick Search

This simplified search only searches for a character string without specifying an object type or further search criteria. If returned entries are not unique, the properties of the objects found can be viewed via the context menu.

Object Lists

To add an object to an object list in the property editor, a quick search can be performed in the search field.

Note: The “Search and Add” button is only displayed in object lists in which objects may be inserted.

To perform a quick search in the search field, proceed as follows:

1. Click the “Search and Add” button.
2. Select the desired search mode by clicking on the Cloud/Mindbreeze symbol.
   • When using the Cloud search, only the names of objects are searched for.
   • When using the Mindbreeze search, a full text search is performed. In a full text search, the entered character string is searched in all contents and properties of the object, not only in the object name.
3. Enter the string you want to search for. In a quick search, the character string entered is interpreted as the beginning of the name by default. You can also use wildcards (for example, *).
4. Press the Enter key to perform the quick search.
5. All objects whose names correspond to the defined character string are displayed as the result. Select the desired entry from this list of results by clicking it.
6. The entry is taken over to the object list in which you started the quick search.

Object Properties

A quick search can be performed directly in object properties. The “Search” button next to a drop-down list indicates that you can perform a quick search.

To perform a quick search in object properties, proceed as follows:

1. Click in the field and press the Ins key. Alternatively, double-click in the field. In this case, the system only searches in the name of the objects.
   To perform a full text search, press Ctrl + Ins or press Ctrl and double-click in the field. In a full text search, the entered character string is searched in all contents and properties of the object, not only in the object name. This way the field becomes editable.
   Note: To cancel a quick search, press the Esc key.
2. Enter the string you want to search for. In a quick search, the character string entered is interpreted as the beginning of the name by default. You can also use wildcards (for example, *).
3. Press the Enter button to perform the quick search.
4. All objects whose names correspond to the defined character string are displayed as the result.
   Select the desired entry from this list of results by clicking it.
5. The entry is copied to the object property in which you started the quick search.

If you could not find the desired object using the quick search, you can still open the search dialog using the “Search” button, to perform a search using further search criteria.

Search Folders

In search folders, the objects contained are determined using a search pattern.

1. Create a search folder in a Teamroom.
2. Define the search criteria via the “Create Search Form” or “Edit Search Form” action.
3. Click the “Save Query” button to use the search form for the search folder.

Hint:

• The contents of the search folder are not updated automatically. Click the “Refresh” button to perform another search using the saved search pattern.
• With the “Find” action, you can perform a search independent of the saved search form.
• When duplicating a search folder, the associated search form is also duplicated if the search form is assigned to the same Teamroom. If the search form is assigned to a template collection, it is not duplicated.

Insight Apps

Insight apps provide aggregated access to information in your cloud organization, customized to your needs. You can use insight apps to display and highlight important information without users having to explicitly search for it.

Insight App Management

Insight apps can be managed at the following levels by authorized users:

• collection for templates and presettings
• app configuration (“Insight Apps” widget)
• app rooms and Teamrooms (“Insight Apps” widget in “Templates and Presettings”).

The permissions assignment and releasing for usage mechanism follow the usual pattern.

Note: The “Edit Insight Apps an AI Settings” organizational policy defines which users are generally allowed to edit insight apps.

Settings

You can define the following basic settings for insight apps. For a description of solution-specific settings, see the corresponding solution documentation.

“Insight App” tab

• Multilingual Name
  The name of the insight app.
• Description
  The behavior of the insight app can be described as free text.
• Where
  Defines the context (organization, Teamroom, everywhere) in which the search is performed.
• Use AI Configuration
  Defines whether the general organization index for the standard search or a special AI configuration index from Mindbreeze AI should be used.
• AI Configuration
  Defines the AI configuration used for the search. The following evaluation hierarchy applies:
  • defined insight app mapping (Teamroom/app room > app configuration > organization)
  • defined AI configuration of the insight app
  • default AI configuration at organization level
  • general organization index for the standard search

“Usage” tab

• Show as Action
  Defines whether a separate action should be displayed that allows the insight app to be opened.
• Symbol
  Defines the symbol that is displayed for the action.
• Action Name
  Defines the multilingual name of the action.
  Possible placeholders:
  <~objname~>: name of the current object
  <~roomname~>: name of the Teamroom the current object is assigned to
  If the respective user language is not explicitly defined, the following fallback mechanism applies: language variant (e.g. German (Switzerland)) > language (e.g. German) > English > insight app name.
• Show as Split View
  Defines whether a two-part view should be used for display when the insight app is opened via the action (the insight app on the left and the PDF overview of the current object on the right).
• Current Document
  The action is only displayed for objects that have one of the specified object classes and one of the specified categories.
• Contained in
  The action is only displayed for objects that are in an object with one of the specified object classes and one of the specified categories.
• Files
  The action is only displayed for objects that are in a file with one of the specified object classes and one of the specified categories.
• Expression for Further Restrictions of Usability
  The action is only displayed if the expression returns true.

Insight App Designer from Mindbreeze AI

Use the designer to create the insight app you want. Assemble your insight app by clicking on the elements in the left pane or dragging and dropping them into the drawing area. If necessary, you can specify additional settings in the left pane. To change elements afterwards, move the mouse pointer over the element and use the “Move”, “Delete”, and “Edit” buttons.

More information can be found here: https://help.mindbreeze.com/en/doc/Development-of-Insight-Apps/index.htm#insight-app-designer: new window

Using Insight Apps

Insight apps can be accessed by authorized users as follows:

• In the search portal, the “Insight Apps” tab shows all released insight apps from app configurations, app rooms, Teamrooms and insight app collections to which you have been granted permission.
• Insight apps can be placed directly on “Home” or added to “Favorites”.
• In the context of apps, insight apps are available in the "Insight Apps" widget.
• In the context of Teamrooms, the insight apps are available on a corresponding tab.
• For Insight apps, you can define on the “Usage” tab whether they are offered for execution as an action or context menu command directly for the defined objects.