Store, share & manage searches

Save your common searches to execute them with one click. Group and organize your searches. Share your searches with other users. 

Context

You can save any search query - including filters - in censhare Web. To access the saved searches, open the Stored searches menu in the side navigation.

What's new

Since censhare 2021.2 stored searches can be grouped and hierarchically organized. 

Introduction

If you frequently run the same searches in censhare Web, you can store your searches and execute them whenever you want. For example, you are an editor of the News section of the Nordic website of your company, and therefore search for images in the Nordic domain that are in the workflow step ready for publishing, not older than 30 days, and tagged with web content or news feed, you can save the corresponding query under Stored searches.

When you save a search, censhare saves the search query, not the search results. When you open a search that you saved from the Stored searches menu, censhare executes the search and shows the current results. If assets are added, removed, or modified since the last execution of the search, the results are updated accordingly. 

As of censhare 2021.2 you can organize the searches that you save under Stored searches in Search groups. Search groups can be organized in flat or hierarchical structures.

By default, the searches that you save under Stored searches are only visible to yourself. To make your searches available to other users, you can share them with roles, in domains, or with specific users. Likewise, searches that other users share with you are also visible in your Stored searches menu.

Access and execute a stored search

To access the stored searches, do the following:

1. In the Side navigation, click Stores searches. The top-level search groups display.
2. Navigate through the hierarchy to the desired search group.
3. Click the stored search that you want to execute. 

The search results display on a search page. You can apply filters, change the page view, and select the sorting of the search results.

Save and share a search

To save a new search to Stored searches do the following:

1. Execute a Quick search, Detailed search or Expert search, or a combination of them.
2. If desired, apply filters and sorting options.
3. At the top right, click the three dots and select Save as new search.

4. In the Save search dialog, fill out the fields:

   Field	Description
   Name (standard)	Enter a name. The name displays in the Stored searches menu if no localized name is provided. This field is mandatory.
   Name (localized)	Optionally, enter localized names. To add and define more localized names for the stored search, click  . Enter the desired name and select a language for each entry. Use localized names if you want to share your search with other users in an international organization, departments in other regions, etc.
   Share this search	Select this checkbox to open the sharing options.
   Restrict to - For roles and domains, censhare applies and AND logic. All parameters must match. For example, if you select the Administrator role and Management domain, only users with the Administrator role and permissions in the Management domain see the stored search.
   Share with role	Select one or more roles to share the search with. Only users with these roles can see the search in their Stored searches menu.
   Share in domain	Select a main domain in which you want to share the search. Only users who work in the selected domain can see the search in their Stored searches menu. The default main domain of the current user is preselected.
   Share in 2nd domain	Select a secondary domain in which you want to share the search. Only users who work in the selected domain can see the search in their Stored searches menu. The default secondary domain of the current is preselected.
   Allow for - Add individual users to share the search with. These users always see the search in their Stored searches, no matter if they match the Restrict to settings. For example, you restrict the search to the Administrator role and the Management domain, but the user John Doe does not have the Administrator role, nor works in the Management domain.  To share the search with him, ad John Doe here.
   Share with user	Select one or more individual users or groups to share the search with. The selected users and users in the selected groups see the search in their Stored searches menu.

5. Click SAVE.

Organize stored searches in Search groups

If you have many stored searches in your workspace, it is convenient to organize them in Search groups. You can do this on the My work page. The Searches tab shows Search groups and Stored searches that are assigned to them.

Search groups can be nested to create a hierarchical structure. For example:

• My searches
  
  • My images
  • My tasks

Search groups contain your stored searches. For example:

• My searches
  
  • My images
  • My tasks
    • Open tasks
    • Tasks in progress

In the Searches tab, you can perform the following actions:

• Expand the search group hierarchy
• Create a new top-level search group
• Create a new child search group
• Reorganize search groups
• Add a stored search to a search group
• Remove a stored search from a search group

Expand the search group hierarchy

1. In the Side navigation, click My work and go to the Searches tab.
2. In the table, you see top-level search groups.
3. To expand a search group, click on the arrow. A search group can contain:
   • A child Search group.
   • A Stored search item.

Create a new top-level search group

1. In the table header, click the round plus icon.

2. In the General tab, enter a name and select the desired domains. 

   

   Do not change the Type!

3. Optionally, enter further properties.
4. Click OK to save the search group and close the dialog.

Create a new child search group

1. Move the cursor to the parent search group and click  the round plus icon.  

2. Select Add child search group(s) to the hierarchy.

3. In the dialog, the Existing asset tab is preselected. Search for the desired Search group and click to select it.

4. Alternatively, you go to the New asset tab to create a new Search group. Proceed as described in the previous section.
5. Click OK to save your changes and close the dialog.

Reorganize search groups

Drag & drop a search group into another search group to move it down in the hierarchy.

Add a stored search to a search group

1. Move the cursor to the parent search group and click the round plus icon.  

2. Select Add search to search group.

3. In the dialog, the Existing asset tab is preselected. Search for the desired Stored search and click to select it.
   

   

   You can only add existing searches. You cannot create a new stored search in this dialog! To create a new search, see  Save a new search.

   
   

4. Click OK to save your changes and close the dialog.

Remove a stored search from a search group

1. Expand the search group hierarchy until the desired search item is displayed.
2. Move the cursor over the search item and click the remove icon.
3. Click OK to confirm the action.

This action removes only the assignment of the stored search to a search group, not the search itself. If you remove the assignment of a search to a search group, it displays in the Stored searches on top level. To completely delete a stored search, see the following section.

Delete stored searches

1. In the side navigation, open Stored searches. 
2. Navigate through the hierarchy to the search that you want to delete.
3. Move the cursor over the search menu item and click x.

You can only delete searches that you created. You cannot delete searches that other users created and shared with you.

Define a stored search as start page

You can use a stored search as your start page. When you log in to censhare Web, the defined page displays. For example, you can search for all assets that you have worked on, save the search, and define it as your start page.

1. In the top navigation, click your user name or the user icon.
2. Select Preferences.
3. In the Login section, in the Start page field, select the desired Stored search: ... item.
4. Click OK to save your changes and close the dialog.