Creating and Using Search Favorites

It is very common for a user to execute the same search more than once during the work day, or through the life cycle of a project. For example it might be useful to search for all assets created by a specific user, or to find media created during a particular date range. To address these workflows, MediaCentral Cloud UX allows you to save and execute frequently used searches as Favorites.

As shown in the following illustration, favorites are divided into three categories:

• Personal: Appearing in the list under the My Searches category, personal searches are created by individual users and they are not included in the list of Favorites for any other user.

• Team: Favorites created within a team are shared with specific user groups. The creator of the team can allow all users to contribute to the team, or restrict access by configuring the team for read-only access. You must be a MediaCentral Cloud UX administrator to create Team favorites.

• Public: Created by an administrator, public searches are available to all users that are connected to the same MediaCentral Cloud UX system. If your system is included in a multi-site environment, the public favorite appears only to users connected to your local site.

Favorites are displayed in a list view with each of the search terms displayed. Personal favorites appear first in the list under the My Searches area, followed by search teams (if applicable), and then public searches.

The following illustration shows a side-by-side comparison of the same favorites. The image on the left shows the standard view while the image on the right shows the collapsed view. The ability to collapse the list allows you to show more favorites on screen at the same time. If you place your cursor over any of the search pills within the favorite, a tool-tip appears that describes the pill. For more information, see Collapsing the Favorites List.

When working in Team or Public folders, you might see changes appear (or disappear) automatically as other users populate these areas with content. However in some cases, depending on the nature of the change, you might see a red indicator light appear to the left of a team or public folder. When this happens, you must either open the associated folder, or take another action to refresh the Favorites list to view the update. If you hover your cursor over the status indicator, the system displays a tool-tip with more information about the change

In addition to creating detailed, customized favorites, you might also consider saving one or more favorite forms. A form is a favorite that contains search terms, but no values. Forms allow you to execute the same search format repeatedly without having to build a search from scratch every time. In the above illustration, “Form-1” is an example of this type of favorite. The Metadata Name and Metadata Created (After) terms are saved with no values. Any search pill that includes a term with no value appears in the search as an “outlined” search pill (no fill color).

n This release of MediaCentral Cloud UX allows each user to create a maximum of 99 Search favorites. If you attempt to create additional favorites, you are prompted to delete an existing favorite first. Administrators can create an additional 99 public favorites and a maximum of 99 team folders.

Creating a Favorite Search

The following process describes how to create a new search favorite. When you create a favorite, the following fields and view options are included:

• Terms added to the Search header

• The language selected within any Phonetic search pill

• Matching options for the terms

• Relationships between boolean operators (and, or, and not)

• Super Pill information

• Location Pill information

  If you save a location as part of your favorite and that location is later renamed, deleted, or is otherwise unavailable to you, the Search app notifies you about the change when selecting the favorite. In this case the Location pill is reset to display All Systems.

• Filters

• Current state of the Results area: view type (list or card), columns (width and position), sort order, display options, and more.

• If you save a favorite with the Auto-Refresh option enabled, the favorite displays the auto-refresh icon to the right of the name. For more information on this feature, see Refresh Search.

Favorite searches are associated with your MediaCentral Cloud UX user account and not with your local workstation. If you work in an environment with multiple workstations, you can create a favorite on one PC, and then move to another PC later in the day — your favorite search list follows you to the next session and workstation.

To create a favorite search using the Search sidebar:

1. Create a search using any combination of phrases and filters.

2. (optional) Customize the view of the Results area.

   Since the look of the Results area is saved with your favorite, you might want to take a moment to make sure that the sorting and display options are configured optimally for future use of the favorite.

3. (if necessary) Click the Favorite button at the top of the Search Sidebar.

4. Click the “Create a New Favorite” button.

   The New Favorite window appears.

5. Enter a custom name.

   You are not required to create a unique name for each favorite. If desired, you can have multiple favorites with the same name.

6. (optional for administrators) Enable the check box for the public search option to make the favorite public.

7. Click the Save button to save your new favorite.

   Alternatively, you can click Cancel to abort the process.

Using a Favorite Search

After you create one or more favorites, you can use the following process to execute a favorite search.

To search using a favorite:

1. (if necessary) Click the Favorite button at the top of the Search Sidebar.

2. Click on one of the favorites in the list to execute a search.

   The Search header is updated to reflect the favorite search. If the Search header included terms from a prior search, those terms are cleared when the favorite is loaded.

3. (if applicable) If you created a favorite form with empty search terms, enter values for the search terms and click the Search button to execute the search.

Editing a Favorite Search

After you create one of more favorites, you have the option of editing the following values:

• The name of the favorite.

• (administrators only) The public / private status of the favorite.

If you are an administrator and you edit a public favorite, the changes are propagated to other users the next time that they refresh the Search app user interface (close/open the app, close/open the Favorites tab, etc). If you are not an administrator, a lock icon appears to the right of both Public searches and any read-only search teams when you enter edit mode.

To edit a favorite search:

1. (if necessary) Click on the Favorite tab in the Search sidebar.

2. Right-click on the favorite and select Edit Details from the context menu.

3. Alter the parameters of the favorite:

   • (optional) Enter a new name.

   • (optional for administrators) Enable or disable the check box for the public search option.

4. Click the Save button to save your changes.

   Alternatively, you can click Cancel to abort the process.

Deleting a Favorite Search

MediaCentral Cloud UX allows you to delete a single search or multiple searches simultaneously. You can use the following processes to delete one or more favorite searches.

n Standard users can delete favorites from the My Searches area or any team folder to which they have read / write access. Only system administrators have the ability to delete Public favorites.

To delete a single favorite search:

1. (if necessary) Click on the Favorite tab in the Search sidebar.

2. Right-click on the favorite and select Delete Favorite from the context menu.

   A confirmation window appears.

3. Click the Delete button to confirm the removal of the favorite.

   Alternatively, you can click Cancel to abort the deletion process.

To delete multiple favorite searches:

1. (if necessary) Click on the Favorite tab in the Search sidebar.

2. Right-click in the space below the Create a New Favorite button and then click on the Manage Favorite Searches option in the context menu.

3. Click the check boxes to the left of all favorites that you want to delete.

   You can select multiple favorites within the same folder or group, but after you select a favorite in one group, you cannot select a favorite in any other folder or group. For example, you cannot select a favorite in My Searches and a team folder simultaneously.

4. Click the Delete button at the top of the list.

   A confirmation window appears.

5. Click the Delete button to confirm the removal of the favorite.

   Alternatively, you can click Cancel to abort the deletion process.

6. Click the green check mark at the top of the list to exit edit mode.

Creating Search Teams

The Favorite tab allows members of the MediaCentral Cloud UX Administrators user group to create and manage special team folders. Teams allow you to group multiple favorites together around a common theme. Teams are shared with specific groups of users that are defined by the administrator. As a result, your search favorites list might or might not include any team folders. Teams are listed alphabetically in the Favorites list between My Searches and Public Searches.

When creating a team, the administrator can enable or disable a Read-Only check box. If enabled, users can see the team, but not make changes. If disabled, users have the ability to add, edit, or delete favorites from the team folder.

If you hover your cursor over the team icon, the system displays a tool-tip that shows the names of the groups that are associated with the team.

For information on how to add a favorite to a team folder, see Reordering Favorites.

To create a search team:

1. (if necessary) Click on the Favorite tab in the Search sidebar.

2. Right-click in the space below the Create a New Favorite button and then click on the Manage Favorite Searches option in the context menu.

3. (optional) Select the check boxes for one or more existing favorites before you create the team. When you create the team, the selected favorites are added to the team automatically.

4. Click on the Search Team button at the top of the list.

   The New Team Folder window is displayed.

5. Enter a name for the new team.

6. (optional) If you want to restrict access to this team folder so that other users cannot add, edit, or delete favorites in this location, click the read-only check box.

7. In the Share Search area of the window, click one or more check boxes to the left of the list of user groups to define the users that should have access to the team.

   If your system includes a large number of groups, you can enter a value in the Find a User Group field to filter the list to display only those groups that include your filter criteria.

8. Click the Save button.

   The team is created as a new category in the Search Favorite sidebar.

9. Click the green check mark at the top of the Favorite list to exit edit mode.

Editing a Search Team

After you create one or more teams, administrators can edit the name of the team using the following process.

To edit a search team:

1. (if necessary) Click on the Favorite tab in the Search sidebar.

2. Right-click on the team folder and select Update Folder from the context menu.

   An Update Folder window appears with options to adjust the team name, read-only status, and user group access.

3. Update the properties of the team folder as necessary.

4. Click the Save button to save your changes.

Deleting a Search Team

If you want to delete a search team, you can do so through the Favorite tab in the Search sidebar. When you delete a team, you also delete all favorites within the team. The ability to delete a team is restricted to system administrators.

To delete a search team:

1. (if necessary) Click on the Favorite tab in the Search sidebar.

2. Right-click on the team and select Delete Folder from the context menu.

   A Delete Folder confirmation dialog appears.

   n The option to delete a team folder is also available when you access the Manage Favorite Searches function.

3. Click the Delete button to confirm the removal of the team.

   Alternatively, you can click Cancel to abort the deletion process.

Creating a New Folder

In addition to creating individual favorites, you can create folders within each favorite category to better organize and manage your saved searches. Nested folder structures are also supported, allowing you to create multiple folders within folders.

n Each user is allowed to create a total maximum of 99 folders in the Personal and Team categories. If you attempt to create additional folders, you are prompted to delete an existing folder first. Administrators can create an additional 99 folders in the Public category.

To create a folder:

1. (if necessary) Click the Favorite button at the top of the Search Sidebar.

2. Right-click in the space below the Create a New Favorite button and then click on the Manage Favorite Searches option in the context menu.

3. (optional) Click the box to the left of one or more favorites to automatically move the selected favorites into the new folder.

4. Click on the New Folder button.

   The New Folder window is displayed.

5. Enter a name for the new folder.

6. Click the Save button to save your changes.

   The new folder is created at the top of your My Searches area.

   Alternatively, you can click Cancel to abort the process.

Reordering and Renaming Favorite Folders

When you create a new favorite folder, the folder is added to the top of your My Searches area. However, you are not required to keep the folder at that position. You can drag and drop the folder to a different position in the Favorites list or even nest the folder inside another existing custom folder. You can also rename the folder at any point.

To reposition the folder in the Favorites list:

1. Right-click in the space below the Create a New Favorite button and then click on the Manage Favorite Searches option in the context menu.

2. Click and begin to drag your folder to a new position in the list of favorites. You can do any of the following:

   • Drag the folder to a new position in your My searches area.

     If you drag the folder to a position between two other folder, a thin blue position indicator bar appears between the folders.

   • Drag the folder over the My Searches area to move the folder to the top position in the list.

     

   • Drag the folder to another existing folder to create a nested folder structure.

   • (if applicable) Drag the folder to a Team or to the Public area of the Search favorites list.

3. When over your desired position, release the mouse button to drop the folder to the new location.

   The folder and all of its contents (favorites, other folders) are relocated to the new position.

4. Click the green check mark at the top of the list to exit edit mode.

To rename a folder:

1. Right-click on your custom folder and select Update Folder from the context menu.

2. Enter a new name for the folder.

3. Click the Save button to save your changes.

   The new folder is created at the top of your My Searches area.

   Alternatively, you can click Cancel to abort the process.

Deleting a Folder

If you want to delete a folder, you can do so through the Favorite tab in the Search sidebar. When you delete a folder, you also delete all favorites and sub-folders within the folder.

n In this release of MediaCentral Cloud UX, you can delete one folder at a time only.

To delete a folder:

1. Right-click on the folder and select Delete Folder from the context menu.

   A Delete Folder confirmation dialog appears.

2. Click the Delete button to confirm the removal of the folder.

Collapsing the Favorites List

You can use the following process to decrease the height of each favorite so that more appear on screen at the same time. When you collapse the list, you decrease the size of the favorites displayed in all categories (personal, team, public). The display changes are saved on a per-user basis and are retained for all future sessions on your current workstation only.

To collapse the list:

1. Right-click in the space below the Create a New Favorite button and then click on the Manage Favorite Searches option in the context menu.

2. Click on the name of any favorite.

   The list is collapsed.

3. Click the green check mark at the top of the Favorite list to exit edit mode.

Reordering Favorites

When you create a new favorite, it appears at the top of the list of the My Searches area.

After you create two or more favorites, you can reorganize the order that the favorites appear in the list using a simple drag and drop operation. Alternatively, you can use this same process to move favorites from one folder to another — for example to move a favorite from My Searches to a team folder, or the Public Searches area.

To reorder the list:

1. Right-click in the space below the Create a New Favorite button and then click on the Manage Favorite Searches option in the context menu.

2. Do one of the following:

   • Click and drag a favorite to a new position or folder.

   • Click the check box to the left of one or more favorites and drag the selection to a new position or folder.

     If you select more than one favorite, a number appears in Manage Favorites header and in the top-right corner of image during the drag action.

     

3. Release the mouse button to add the favorites to the new position or location.