How to filter documents

  1. You can narrow-down the documents in a workspace, by filtering on one or several metadata columns, using any of these methods:
    1. Open any of the available document filters on the left navigation area (filter zone) and select one of the available tags/values:
      An opened MetaShare filter
    2. Click on any of the document’s clickable metadata values in the document list:
      Documents' clickable metadata values
    3. Search and select any of the available metadata tags/values in the presented drop-down list:
      Search for metadata tags/values
      Tags/values that will be shown in this drop-down are of these document metadata-types:

      1. Managed metadata values that that start with what you are searching for. If the terms are defined with alternate labels, it will also show these terms. In the below example, it will show “Plan” as an option in the drop down, if you for instance search for “Project”:
        A term's alternate/other labels
      2. Choice values
  2. You can use a combination of filters, but only one tag/value per filter.
  3. If the filtered column is available as a document filter in the in the filter zone, the title of the document filter will change color (dark blue), so that it’s visible which filters are being used (even if the filter is collapsed), the document filter’s value will become bold and its whole row will change color to darker blue, so that it’s very visible which value has been filtered:
    Indication of which filters are being used
  4. In the document list, only documents that match the filters will be displayed.
  5. Above the document list, tags with the type and name of the selected document filter-values will be shown (if more than one filter is applied, a “Clear all filters” button will also be shown, to the right of the applied filter tags). A funnel icon will also be shown to the left of the applied document filters’ columns:
    Selected filters are shown on the top of the document list, as tags
  6. The URL of the page will now also contain the filters so it could be bookmarked for quicker access to these specific documents.

Note

  1. Document filtering is currently available for these document metadata-types:
    1. Managed metadata column (selecting any term in the left navigation filters, selecting any of the available terms in the drop-down when searching or by clicking on a term in the document list)
    2. Choice column of style radio-button (selecting any value in the left navigation filters, selecting any of the available values in the drop-down when searching or by clicking on a values in the document list)
    3. Date column (selecting any date range in the left navigation filters or by clicking on a date in the document list)
    4. People or Group column (only by clicking on person or group in the document list)
    5. File type (only by selecting one of the options in the File type filter: Word, Excel, PowerPoint, PDF, E-mail, Media & Other file types).
    6. Document folder (selecting any folder in the left navigation filter)
  2. If filtering is conducted on a managed metadata column and the selected term is part of a hierarchical structure, then documents that are tagged with the selected term, or any of its children’s terms will be displayed in the document list. In the example below, documents that are tagged with the term “2 Marketing & Sales” as well as any of the term’s children, e.g. “2.3 Events” will be shown in the list:
    A hierarchical MetaShare filter
  3. If filtering is conducted on a managed metadata column and the selected term is part of a hierarchical structure, the node will expand to show all of its children. If you click on it again, it will collapse the child-item.
  4. If the workspace is configured to show document folders, a “Folder” filter will be available to filter on. When clicking on any folder in the filter, documents that are located in the selected folder will be shown in the document list (documents that are located in any of the selected folder’s sub-folders will not be shown in the document list). If the selected folder has sub-folders these will now also be shown under the selected folder and a small triangular icon to the left of the folder will displayed, indicating that the folder is expanded:
    Document folders shown in a MetaShare filter
  5. Document metadata filters can also be combined with a search query
  6. Any conducted filtering will be added to the URL of the page, so after having conducted a filtering, maybe combined with a search or sorting, you can bookmark the page or easily share this filtering/search/sorting with others by copying it to an e-mail or to a page on an intranet.
  7. Documents that have been shown in a document view are cached so if you later unselect a filter or filter on a previously used filter, the documents will be rendered instantly.