Find Assets

Find Assets
If you can’t find it, you can’t use it. With Cumulus it is easy to find the assets you are looking for as Cumulus provides easy and powerful search capabilities. These are described in this chapter.
Searching
Cumulus provides several ways to search for records: searching by category, quick searching and searching with the Find window. Depending on the size of your catalogs and the complexity of your search requirements, you may find one way better suited to your needs.
Searching for Records By Category
The simplest form of searching for records is simply double-clicking on a category in the Category pane. This quickly finds all of the records that are associated with that category. You can also select more than one category to see all the records associated with the set.
There are several Preference options that affect the way category list searching works. (See “Search & Sort Tab – Records”, for more detailed information.)
In order to find records by category, it may be helpful to find appropriate categories initially. Finding categories even in deeply nested category trees is easy with the category Quicksearch (see below).
Searching with Quicksearch
Cumulus provides two Quicksearch fields, one in the toolbar to search for records and one in the Category pane to search for categories
Both Quicksearch fields work the same way – just enter a search term (e.g. a name or a number) into the field and click the icon or press Enter. Cumulus performs a “contains” search for all included String fields and String List fields and an “is” search for all included Integer fields in all catalogs open in the current collection.
With Record Quicksearch, Cumulus by default looks for the search term in the following record fields: Record Name, Document Text, Notes, Keywords, and Categories. The result shows all records for which the search term is contained in any one of these fields.
With Category Quicksearch, Cumulus by default looks for the search term in the Category Name field. The result of the Category Quicksearch displays all categories that contain the search term in their names. To provide orientation in the category hierarchy, the categories above the found categories are displayed additionally.
The selection of fields used by Record Quicksearch as well as by Category Quicksearch can be changed in the User Settings section of the Preferences dialog (see “Search & Sort Tab – Records", and “Search & Sort Tab – Categories”, for details).
Search Options
If you enter two or more terms into a Quicksearch field, Cumulus combines these terms with “and”. Entering Canto Cumulus will result in all records that contain Canto AND Cumulus in any of the searched record fields.
To use a term that consists of more than one string, you have to enclose the strings with double quotation marks. Quicksearch handles the strings in quotation marks as one search term. Entering “Canto Cumulus” will result in all records that contain the string Canto Cumulus (i.e. the words Canto and Cumulus separated by a space) in any of the searched record fields.
To combine search terms with “or” rather than with “and”, you have to separate them with two pipes (||). Entering Canto || Cumulus will result in all records containing either Canto or Cumulus or both.
To search for records that do not contain certain terms in any of the searched record fields, you have to prepend the terms with a minus symbol (-). Entering Cumulus -Cloud will result in all records that contain Cumulus, but do not contain Cloud.
To search for one of the special characters you have to put a backslash in front; e.g. \- to find the minus symbol,  \&& to find && or  \/­ to find /.
NOTE: If the Categories field is included in the Record Quicksearch, the search results also depend on the settings specified under Category Search Also Finds Records of (Preferences > User Settings > Application > Search & Sort). (See “Search & Sort Tab – Records”, for details.)
The Quicksearch Menu
The Quicksearch menu is displayed by clicking the arrow button next to the magnifying glass icon on either Quicksearch field.  
 
Besides a section displaying previously used search terms, and a section displaying saved search queries (see “Saving and Loading Search Queries"), the Quicksearch menus provide the following entries:
Find in Collection – Searches in the currently displayed collection only, e.g. in the result of a previous search. Handy for narrowing down search results. (Record Quicksearch only)
Find and Add to Collection – Searches in all open catalogs; adds the search result to the currently displayed collection. Handy for broadening a search result. (Record Quicksearch only)
Clear Quicksearch List – Deletes the previously used search terms.
Searching with the Find Window
The Find Window reveals the true search power of Cumulus. Complex search set-ups (queries) can be constructed to find virtually any type of data stored for an asset. Boolean operators (and, or) increase the query possibilities even further. Different search methods let you define the search area (either all records of all catalogs opened in the current collection or only the records contained in the current collection.) The matches can either be added to the current collection, replace the records in the current collection or comprise a new collection of their own.
A description of the Find window and a comprehensive listing of searchable fields are listed in the overviews “Overview: The Find Window” and “Overview: Sample Search Options”.
 
To open the Find window: Select Find > Find Records or Find > Find Categories
BACKGROUND INFORMATION: Window Connected to Collection
When a Find window is opened, it is connected to the active collection or catalog window. That’s why the name of the source window is displayed in the title of the Find window. It is important to be aware of this fact, when you use an open Find window for multiple searches – especially, if you decide to have the search results displayed in a new collection. Be aware of this fact when using the following search methods:
– Find in Current Collection: the contents of the source window defines the ’search area’
Find and Add to Current Collection: the matches of the search are added to the contents of the source window
 
Sample Data/Instructions
1024 KB (use KB for kilobytes)
24 MB (use MB for megabytes)
Select from Value list.
Records with a group of characters in the Notes field that matches criteria.
All examples on the following pages are based on the Sample catalog.
Simple Searches
To set up a simple search (as opposed to a compound search, described on here):
 
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Click Find > Find Records or Find Categories to open the Find window.
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Select a search criterion from the Criteria list. This menu lists all record or category fields activated for searching.
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Select an operator from the Operator menu. This menu lists all operators that are possible for the field type of the field selected as criteria.
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Either select a value from the Value list, type a value in, or drag an appropriate object onto the field. (Appropriate objects can be either thumbnails or categories.)
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Leave the default search method Search in All Open Catalogs. This method searches all catalogs included in the current collection.
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Click New Collection so that the records found will be displayed in a new collection of their own.
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Click Find.
Compound Searches
In larger catalogs, finding records with a single search criterion may not be efficient. To avoid sifting through tens of thousands of records, you may need to use more than one search criterion. For example, you may be looking for a photographic image in EPS format.
Cumulus lets you do this in two different ways:
Building a compound search isn’t much more difficult than building a simple search. You just have to think in terms of what you are asking Cumulus to do, and then translate that request into the search fields. For example, your request, in English, might read:
“I need all records in the Photographs category that have ‘tree’ somewhere in their names.”
Translated into Cumulus-speak, this becomes:
Now let’s break it down into separate search statements, called “conditions.”
In our first condition, Category is our search criterion, is  our operator, and Photographs is the value we’re searching for. This tells Cumulus that the records we want are all in the Photographs category. This alone would find the records we’re looking for, but if our catalog contained thousands of images in the Photographs category, we’d spend quite a bit of time browsing through them all.
This next little bit is very important. This is a Boolean operator that tells Cumulus how to consider the previous and next search conditions. By selecting and, we tell Cumulus that the records we want must match both conditions of our compound search. Another option here is or, which would tell Cumulus that the records we want only need to match one of the conditions.
In the second condition of the search, we help Cumulus narrow the search results by giving it part of the record name that we want. We use the operator contains instead of is because we’re looking for records that have ‘tree’ anywhere in their names. Is would require that the record be called exactly ‘tree,’ with no variation.
In the Find window, the field values will construct a sentence similar to the one we just broke down. When you can see each condition on a line by itself, it’s easier to visualize the results of the request.
Setting up each condition in a compound search is the same as setting up a simple search. The only additional steps are adding a new line of search fields, and specifying the Boolean connector between each condition.
Here’s how:
 
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Click Find > Find Records to open the Find window.
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Select and from the Boolean list, if it’s not already selected.
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Leave the default search method Find in All Open Catalogs. This method searches all catalogs included in the current collection.
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Click Create New Collection so that the records found will be displayed in a new collection of their own.
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Click Find. The search finds two images: “Sunset with Tree” and “Tree in Winter.”
Additional conditions may be added to further refine the search. Add and delete conditions using the following buttons:
Sequence of Search Conditions
When performing a Find window search Cumulus performs one search condition after the other. The Boolean and and or operators define how Cumulus has to connect the previous and next search conditions. The operator and defines that the records must match both conditions. The operator or defines that the records need to match one of the conditions only. If you have more than two search conditions in a search query, a condition connected with and will search the matches of the previous condition and reduce this result – whereas a condition combined with or will search the entire ’search area’ (as defined under Search Method) and add the new matches to the previous matches.
SPECIAL TECH INFORMATION: Nested Queries
If you want to enclose search conditions in brackets and set up nested queries, you must use the Find window in advanced mode. See “Using the Find Window in Advanced Mode”, for details.
Examples
Search Query A:
Category is Photographs
and
Record Name contains penguin
and
Record Name contains balloon
First, Cumulus will search for all records that are assigned to the category Photographs and then, second, the result will be refined by searching for records that contain penguin in their names. Third, this result will be refined by searching for records that contain balloon in their names.
In the Sample Catalog the final result of this search query is:
Search Query B:
Condition 1: Category is Photographs
and
Condition 2: Record Name contains penguin
or
Condition 3: Record Name contains balloon
First Cumulus will search for all records that are assigned to the category Photographs and then, second, the result will be refined by searching for records that contain penguin in their names. Third, the ’search area’ (as defined under Search Method) will be searched for records that contain balloon in their names and the matches will be added to the results of the previous conditions.
In the Sample Catalog the final result of this search query is:
Narrowing the Search
If the results you get from either a simple or compound search are too broad, Cumulus can help. The search method Find In Current Collection allows you to search through the set of records contained in the current collection, instead of the entire catalogs of the current collection, thereby reducing the number of records found.
Using our example from the compound search section, we’ll perform the same search using the search method Find In Current Collection.
 
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Click Find > Find Records to open the Find window.
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Leave the default search method Find in All Open Catalogs.
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Click Update Current Collection so that the records found will replace those in the current collection.
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Click Find. Cumulus finds all records in the Photographs category.
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Click Find In Current Collection as the search method.
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Click Current Collection so that the records found will replace those in the current collection.
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Click Find. Cumulus searches through the ten records found in the first search and narrows the set of records down to just two images: “Sunset with Tree” and “Tree in Winter.”
If it helps, you might want to think of Narrow Current Collection as an and Boolean operator. That is, after your first search, you conduct another search with different search criteria, and the final results are the same as from the corresponding compound search using and. In the example above, the same final results were achieved with the compound search previously conducted.
Broadening the Search
If the results you get from either a simple or compound search are too narrow, Cumulus can be of assistance again. The search method Find and Add to Current Collection adds the results of a subsequent search to the records contained in the current collection.
Let’s conduct an example search using the Find and Add to Current Collection search method:
 
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If the Find window is not open, click Find > Find Records to open it.
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Leave the default search method Find in All Open Catalogs for this first step.
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Click Create New Collection so that the records found will be displayed in a new collection of their own.
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Click Find. Cumulus finds four records: “Camels in India,” “Indian Camel,” “Indian Music,” and “Sunset with Tree.”
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Click Find and Add to Current Collection as the search method.
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Click Update Current Collection so that the records found will supersede the current collection.
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Click Find. The record “Map” is added to the four records found with the previous search, and your current collection is comprised of five records.
This search method can be seen as an or Boolean operator. That is, after your first search, you conduct another search using a different criteria, and the final results are the same as from the corresponding compound search using or.
Saving and Loading Search Queries
Although Cumulus remembers your search set-ups if you leave them open when you quit Cumulus, you can also save search set-ups, called queries. This prevents you from having to rebuild them each time you need them. It also ensures that your searches are consistent from session to session, which is important for some purposes. Cumulus query files can be used on any supported platform. You can store and load queries for quick retrieval if you have the appropriate permissions.
To save the current query:
 
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Click Save.
The query is stored in one of the two special query files Cumulus provides – one for the individual queries of a user and the other one for shared queries. With Workgroup or Enterprise these files are centrally stored at the Cumulus Server.
To load a query:
 
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Click the button. A menu containing entries for all queries that are available to you is displayed. These include those that you set up as well as those set up by other users for sharing.
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If you want to store a query as a separate file anywhere in the file system, you have to export it:
 
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Select Export. A dialog appears from which you can save the current query anywhere in the file system.
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To load such an exported query file you have to import it:
 
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Select Import. A dialog appears from which you can select a query.
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Things You Can Do with Searches/Queries
Create a new search condition. (See “Compound Searches”.)
Using the Find Window in Advanced Mode
This mode is designed for advanced users only who know how to set up search queries that are of greater technical depth. In standard mode, the Find window combines search conditions in a sequence for a complex query, whereas in advanced mode, the Find window allows you to set up nested queries. If you are working in a multilingual environment, the advanced mode provides another advantage as the queries that are set up in this mode are language independent.
To switch the Find window to advanced mode, click the Advanced Mode button in the Find window. In advanced mode the Find window looks like this:
In the edit field you can enter any combination of search criteria, operators, values, and Boolean operators. For a detailed description see “Query Format”. This description explains the possibilities. It is provided in English only.
NOTE: If the edit field was empty before you switched to the advanced mode, the field will contain the search query set up in standard mode.
Record fields that can be used as search criteria are displayed when you click the Fields button. This list displays all fields contained in the current collection that are indexed for search. If you select an item in this list, it is inserted in the edit field of the Advanced Find window at the current cursor position.
The symbols you can use for search combinations are displayed when you click the Symbols button.
If you select an item in this list, it is inserted in the edit field at the current cursor position – exception: If you have marked a selection and then choose the “combine” symbol, the “combine” symbol will wrap the selection (opening bracket at the start and closing bracket at the end of the selection).
You can also set up a query in standard mode first and then switch to advanced mode. When switching back to standard mode by clicking the Simple Mode button, the query will be the same as before switching to the advanced mode. Note that it does not reflect the changes made in advanced mode. When changing back to advanced mode, the query set up in this mode is displayed again.
Searching for Categories
The Find Categories window has the same look and feel as the Search Records window and offers the same possibilities to configure your searches.
The categories found as a result of your search are displayed in the Category pane. The found categories are displayed and can be used. Additionally, the categories above the found categories are displayed for better orientation.
The categories found as a result of your search can either replace the categories of the current collection or comprise a new collection of their own.
NOTE: The result of a category search also depends on the Live Filtering options the Cumulus Administrator may have set for you.
User Live Filtering
User live filtering enables you to set parameters that serve as a filter for all the records you find. Easily hide the file formats you don’t need, make sure what you see has been approved for use, or any other combination you need. Save your filters and even share them with others.
 
With User Live Filtering activated, the records on your Record pane get ’filtered’­ by conditions you set up.
You activate and deactivate User Live Filtering via the Filter icon in the Record pane top bar.
As long as filtering is active, any further search operation – Quicksearch, Category Search, whatever – will only take into account the collection as defined by the filter criteria, not the whole catalog. Accordingly, the Find All Records command will only find records that match the filter criteria.
Adding Filters
Create filters to quickly find files. For example, you can create a filter to find all files in a specific workflow state, a filter to limit the results you see in the Cumulus window to certain file types or to just those assets that belong to a certain client.
Conditions define the criteria that files must meet to be included in filter results. You can combine multiple conditions to perform more complex filtering.
To add a filter condition:
 
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The list contains all record fields that are contained in the catalogs opened in the current collection and that have Include Field in Find and Filter Options activated in their properties.
NOTE: Record Fields Offered as Criteria
Per filter a record field can only be used once as a criteria for a condition. This means that a record field already used for a condition is not offered in the list when adding a new condition.
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The Define Filter Condition dialog opens.
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Click OK to save your settings and activate the filter condition.
Managing Filters
To add additional filter conditions, repeat steps 2-5.
To edit an existing filter condition, maximize the pane ( ) and click the pencil icon.
To remove a filter condition, click the minus sign icon in the maximized pane.
To remove all filter conditions at once, from the Manage Filters menu select Remove all Conditions. Note that conditions not saved as filter will be lost.
Saving Filters
Use Manage Filters menu to save the active filter conditions as a filter under a name. Saved filters are added to the menu and can be used any time you need them. You can share them with others.
 
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Select the Save Filter option. The Save Filter dialog opens.
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Enter a Filter name. Make sure you use a descriptive name. If you want this filter to be available for other users, activate the Share Filter option. Note that you may only be able to save shared filters depending on your permissions for shared queries.
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Click OK to save the filter.
An entry for this filter is added to the Manage Filters menu.
Using Filters
You can filter the records of a collection window to display specific records only. Use the Manage Filters menu to select the desired filter.
 
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Only the records of assets that meet the filter criteria are displayed.
Deleting Filters
Use the Manage Filters menu to delete filters you need longer.
 
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Select the Delete Filter option. The Delete Filter dialog opens. It lists the available filters.
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Click OK to delete the filter. The entry for this filter is deleted from the Manage Filters menu.
Configuring Filters
Filters comprise one or multiple conditions.
Defining Conditions in General
Conditions are criteria that records must meet to be included in filter results. Depending on the field type of the field you selected as criteria, the options differ. For most of them you first have to decide on one of the three main options – either on one of the simple ones:
Has value – Record will be included in the filter result if the field contains something.
Has no value – Record will be included in the filter result if the field is empty.
Or the third one which offers further options that allow a precise description:
Matches / Does not match (for most types) OR
Contain / Does not contain (String lists only) OR
Is assigned to (Categories field only)
The further ’sub-options’ depend on the field type and range from general search criteria to exact matches with existing values. For most types the option From existing values is offered. It enables you to search for exact matches with existing values.
Field Type Specific Condition Options
The options offered as conditions depend on the type of the field you have selected as search criteria.
String
Limits filter results to records with: Text that matches or does not match specific text string or a regular expression
Select a matching option:
Select Matches to search for records that contain the text.
Select Does not match to search for records that do not contain the text.
Select the type of value to search for and enter or select the value:
Select Custom value to search for a text string you define. Enter the string and select the search operator.
Select From existing values to search for exact matches with existing values. Once you have activated this option, existing values are displayed which you can select to be searched for.
String List
Limits filter results to records with values, such as workflow states, that contain or do not contain any or all of the values selected.
Select an option to indicate if the results contain the selected values:
Select Contains the following items to search for records that contain the values.
Select Does not contain the following items to search for records that do not contain the values.
Select the value(s) to search for:
Select Restrict to existing values to search for exact matches with existing values. Once you have activated this option, existing values are displayed which you can select to be searched for.
Long & Integer, Real & Data Size
Limits filter results to records with: numbers that match or do not match a number or numbers in a range. Integer restrictions, which are based on non-decimal numbers, limit results to records that contain or do not contain numbers in a range or list.
Select a matching option:
Select Matches to search for records that contain the numbers.
Select Does not match to search for records that do not contain the numbers.
Select the type of value to be searched for, and enter or select the value:
Select Range to search a range of values. Enter the From and to values.
Select Any of the following numbers to search for multiple numbers. Enter the numbers to be searched for, separated by semicolons.
TIP: Greater Range
You can search for ranges greater than or less than a specific value. Leave the From field empty to search for matches less than the value in the to field. Leave the to field empty to search for matches greater than the value in the From field.
Select From existing values to search for exact matches with existing values. Once you have activated this option, existing values are displayed which you can select to be searched for.
Time Only & Date Only
Limits filter results to records with: Time data or dates that match or do not match a specific date, date range, or time period.
Select a matching option:
Select Matches to search for records that contain the selected dates.
Select Does not match to search for records that do not contain the selected dates.
Select the type of value to be searched for and enter or select the value:
Select Range to search a specific date/time range. Enter the range in the From and through fields.
Select Any of the following dates/times to search for multiple statements. Enter the time data to be searched for, separated by semicolons.
TIP: Greater Range
You can search for ranges greater than or less than a specific value. Leave the From field empty to search for matches less than the value in the to field. Leave the to field empty to search for matches greater than the value in the From field.
Select From existing values to search for exact matches with existing values. Once you have activated this option existing, values are displayed which you can select to be searched for.
Date/Time
Limits filter results to records with: Dates that match or do not match a specific date, date range, or time period.
Date range restrictions limit results to records that contain or do not contain a date range, date/time range, or time period.
Select an option to indicate if the results meet the specified dates and times:
Select Matches to search for records that contain the selected dates and times.
Select Does not match to search for records that do not contain the selected dates and times.
Select the time period to search.
Select From date to search a specific date range. Enter the range.
TIP: Greater Range
You can search for ranges greater or less than a specific value. Leave the From field empty to search for matches less than the value in the to field. Leave the to field empty to search for matches greater than the value in the From field.
Select From date/time to search a specific date/time range. Enter the range. This option is only available for date/time fields.
Select In the to search a specified number of days, weeks, months, or years before or after the current date. Select Last or Next, enter a number, and select the time period.
Select From existing values to search for exact matches with existing values. Once you have activated this option, existing values are displayed which you can select to be searched for.
Boolean
Limits filter results to records with: True or false set
Select an option.
Categories
Limits filter results to records that are assigned to any or all categories selected.
Check the categories to be searched for. Note that the categories available under Is Assigned To depend on the tab currently selected in the Category pane.