Hit list

In the Search workspace after submitting a query (see chapter Search execution) the corresponding search results are displayed in the working space.

There are different options to display search results:

• table view (default)

• thumbnail view

If the search has been performed for more than one document type, the hit list contains several tabs, i.e. for each document type there will be one tab with the corresponding hits. The tab contains the document type name and (if configured by your system administrator) the number of the documents that were found of the corresponding type. If the search has been performed for more than one document type, the menu item Types is highlighted with the background color.

To display attachments in the expandable panel, click one of the displayed attachment marker. All available attachments are displayed as links below the currently selected document in the hit list. You can switch between the attachments to be displayed in the preview area by selecting the respective attachment in the list.

A simple click on a hit, i.e. on a line in the table, displays a corresponding document entry in the sliding preview area (see chapter Document preview) right to the hit list. The path in the top of the view will display the document identifier of the currently previewed document. It is possible to change the default layout, e.g. to display the document preview at the bottom of the search room (see section To define the search room layout, click the icon “Change layout”: for more details).

By double-clicking a hit, the document view is opened (see chapter Document details view).

Moreover, the following functions are available in the hit list:

• Switch between tabs in order to navigate to a document type specific hit list

• Sort hits (see chapter Sorting and filtering lists)

• Perform actions with the hit list items (see section below)

• View next or previous page:

  If the number of hits exceeds a given limit, the results are distributed to pages that you can browse. The currently visible range of hits can also be displayed:

  

  Figure 1124: Numbering of pages in the hit list

  The total number of hits cannot be displayed in a full-text search for technical reasons.

• Shortcuts for the menu actions are available. For more details see Keyboard shortcuts for document menu. By default the following options are displayed:

  • Invoke filters for columns, by clicking the icon “Show Filter” (see chapter Sorting and filtering lists):

  

  • To display the updated document if it has been changed, click the icon “Refresh”:

    

    You may also single-click again on the document row in the hit list to refresh.

  • Print the selected documents’ details and content, by clicking the icon “Print” (see chapter Printing documents):

    

• To open the current hit list into a new overlay window, click the icon “Open search results in an extra browser tab”:

  

  The new browser window is independent from the search and hit lists in the main ImageMaster window and can be moved around like any other browser window (e.g. to a different monitor in order to compare different result sets).

• The hit list view can be changed from the table view to the thumbnail view. Click the icon "Change view mode" to switch between different views:

  

  The functionality is only available if configured by your system administrator.

  Select one of the available options to change the view:

  • Classic table view (displayed by default)

  • Thumbnail view showing a reduced-size picture

    A reduced size preview of the document attachment is shown which is marked as primary (with the document identifier below). See Working with document’s attachments for more details on marking attachment as primary.

    

    Figure 1125: Search results in the thumbnail view

    You can change the scale of the thumbnails using the scale pointer.

    

    Figure 1126: Scale pointer for the thumbnail view

  The selection in both views works identically and is synchronized. (When switching views, the same document is selected.)

• To hide / display predefined columns, click the icon “Edit columns”:

  

  Choose which columns to show. The list only contains columns that have been defined as visible for the hit list.

  Click the button Reset Column Layout to restore the default layout of the hit list.

• To define the search room layout, click the icon “Change layout”:

  

  Select one of the following options in the expanded dialog:

  • Document preview in the sidebar (default)

  • Document preview fixed on the right side

    If this option is selected, it is possible to change the size ratio of the hit list and document preview via a slider. The defined setting is saved.

  • Document preview fixed at the bottom

Document markers

The hit list can contain columns with markers that can be of different types:

• System markers:

  • Markers with the lock status of the documents indicates that the document is currently locked for editing by another user. The user’s name and the date of the lock are displayed in the tooltip (see Locking documents for editing (checkout) for information on locking the documents).

  • Attachment marker indicates if a document has attachments.

  • Attachment icon marker shows the file icon of the first attachment if the document has exactly one attachment or an icon that symbolizes multiple attachments.

    When the compound document marker is clicked, the expandable panel opens with a tree table of child documents

  • Child documents marker indicates if a document has child links.

    When the compound document marker is clicked, the expandable panel opens with a tree of links to child documents (see Adding a child link).

  • Attachment protection marker indicates if a document has at least one protected attachment (e.g. by signature, timestamp or evidence record).

• Document type markers are predefined icons which are displayed depending on the document’s attributes. In such a scenario the hit list contains an additional column with the active markers. In the example below a corresponding icon is displayed in the markers column, whenever the “E-version” attribute is set to “Yes”. A description of the marker or its meaning can also be available and displayed in the tooltip:

  

  Figure 1127: Document type marker

Actions with hit list items

In the top area of the Search results in a table view further menus are available to invoke actions on selected items:

• Hitlist

  In the thumbnail search results view some of the actions may be unavailable.

  Shortcuts for the hit list menu are available. For more details see Keyboard shortcuts for hit list menu.

  • Show Filter / Hide Filter allows switching on or off filter fields for attributes, which appear on top of the list.

    Some attribute types like text or UUID do not support filters.

  • Search Bookmark allows creating a search bookmark for the current search.

  • Export allows an export (see topic Document export).

  • Collapse All Rows closes expandable panel opened by the markers click.

    The function is available in case a marker that opens an expandable panel (e.g. attachment marker) exists for the document type.

  • Refresh reloads the hit list.

• Documents

  All document actions except “New” are only enabled if at least one item in the hit list is selected.

  Shortcuts for the document menu are available. For more details see Keyboard shortcuts for document menu.

  • New opens a dialog to create a new document with the currently selected document type (see topic Creating a new document); disabled if the user does not have the right to create documents for the selected document type.

  • Open opens each of the selected documents in a document view (see topic Document details view); enabled if at least one item in the hit list is selected.

  • Edit opens the document to edit the attribute values (see topic Modifying attributes).

  • Checkout locks documents for other users and allows you to edit these (see topic Locking documents for editing (checkout)). The document will be locked and listed in the Locked Document panel (see chapter Structure of the document view).

  • Show Referenced Documents opens the referenced document in the document detail view. If multiple documents are referenced, a window with a list of the referenced documents is displayed. Select the documents to be opened and click Open.

  • Copy creates a new document and copies metadata of the currently selected document (not available with multiple selection). Attachments from the original document are not copied (see chapter Copying documents).

  • Print prints the document details and content (see topic Printing documents).

  • Send allows sending via e-mail:

    • Sending documents as links

    • Sending document attachments

  • Set Legal Hold protects a document from deletion (see topic Setting legal holds).

  • Delete removes the entire document (see topic Deleting documents).

• Postbox

  The menu described below is only accessible in a customized environment where the ImageMaster Postbox solution has been installed and licensed.

  • Retrospective E-Mail Forwarding forwards the corresponding e-mail. In case no e-mail address is configured, the error message will be displayed.

  • Schedule Postage For Selected Document schedules documents for postage delivery and routes them to a centrally organized printing and traditional postage service. Such a customized service must be set up beforehand. This action is only available if no printing date or internal copy label has been set, and it is typically available to an account manager.

• 3D Structures

  This is only available for readily configured 3D document types if the user has sufficient permissions and if the 3D viewer has been set up with the ImageMaster Content Services for 3D Structures.

  • Open in 3D Viewer opens an external 3D viewer to display the item. This process can take a while since multiple files need to be collected. A notification is shown, when the object is ready to view with a link to open it in the 3D viewer.

  • Show References opens a window with 3D structure displayed as a tree. The following tabs are available:

    • Structure displays the structure of the 3D document in a tree structure.

    • Where Used displays the tree of the parent documents starting from the selected document.

  • Download downloads compressed file structure on the local system.

  • Export creates an export file structure in a directory on a preconfigured server.

  • Litigation Export creates an export structure based on a time interval given by parameter Litigation Time.

  Export (including litigation export) and download actions can include an additional verification process, which requires the Signature Service. Hereby all files that have been archived with a signature or a timestamp will be checked for validness.

  Any kind of export is executed in the background (also see topic Document export). You can optionally specify an e-mail address to notify a user when the export has finished. (This requires that ImageMaster was set up to connect to a company e-mail server.)

Some of the above actions may not be available due to permissions or due to the current lock state of a document.