Download PDF

On this page…
Sets
Filters

A Set is a subset of items grouped together that you manage manually. Think of a set as a folder, into which you can add or remove items. Use a set to quickly view items that you need to apply cataloging changes to, view publishing status of, load new media for, or any other action that can be performed on an item. Filters, by contrast, are dynamic. New items that fit within the filter’s criteria will appear when you view the saved filter. A set is static, and while you may use a filter to find and locate a group of items, once these are added to a set, the set becomes static and any new items must be added manually.

You can use Filters in a project’s item panel to search for text within column headers and perform fielded searches, search date ranges, or controlled lists. Multiple filters may be applied on multiple fields, and filters can be saved for accessing later through the Saved Filters panel. New records added to your project that fit within the filter criteria will be dynamically added to your saved filter.

The Sets and Filters panels are available on the left, in an accordion-fold beneath the Projects panel. Click the arrow next to either label to open or close the panel, respectively. You can search for set or filter names in the search box. Additionally, you can sort the list of sets or filters in ascending or descending order, or narrow the list of results down by the permissions (Private, Restricted, or Shared).

Set and Filter Permissions dictate who may view and/or edit a set. All sets and filters can be accessed by administrators, regardless of restriction.

  • Private set icon.Private- viewable and editable only by you.
  • Restricted set icon.Restricted- viewable and editable by you and those you assign to it, selectable by a drop down menu of user accounts.
  • Shared sets icon.Shared- viewable by anyone with access to the project. Shared sets and filters can be edited by both the set creator and users with administrator privileges.

To return to the project and all its items, click the Project panel and select the project. View sets and filters panels.

Sets

To create a Set:

  1. Select items from the item panel, control-click or shift-click to select multiple items.
  2. From the actions menu, select Add to New Set. You can also right-click on the selected items to select Add to New Set.
  3. A new window will open where you can enter a name for the set and a description of the set.
  4. Choose to make the set either Private‎, Restricted, or Shared.
  5. Select Create. Your new set will display in the Sets panel.

To delete a Set:

From the Sets panel, right-click on the set and then select Delete Set. You can also delete a set by selecting the Sets option menu. Because sets act like folders, deleting a set will not delete any items from the project. Only the grouping of those items will be deleted.

To edit a Set:

From the sets panel, right-click on the set and then select Edit Set. You can also edit a set by selecting the sets option menu. For an existing set, you can edit the name, description, and permissions. Make your changes in the set configuration window and then select Save.

To add items to an existing Set:

  1. Select items from the item panel, control-click or shift-click to select multiple items.
  2. From the actions menu, select Add to Existing Set in the Selection Options menu. You can also right-click on the selected items to select Add to Existing Set.
  3. Select the set and then Add to Existing Set.
  4. You can also directly upload files to an existing set by selecting the set and then Upload.Create, edit, and delete a set.

Filters

To filter items:

  1. In the project’s item panel, select the filter icon that appears when hovering over a column header. Depending on the fields’ content, different filtering options will appear.
    • For text, text area, linked, list, and linked work fields, you will see an empty text box to perform a keyword search. The search box accepts a wildcard using an asterisk* or Boolean text (AND, OR, NOT). Wildcard searching is not case-sensitive.
    • For any filename, thumbnail, text, text area, numeric, date, linked, list, or linked work fields, you will have the option to search for or filter out Blank or Non Blank fields. Checking one of these options will filter your items and display only those containing data or without..
    • For numeric fields, you will see greater than (>), less than (<), and equal to (=) options.
    • For fields containing user information, you will see the option to select a specific user.
    • For fields containing date information, you may select a date range by using the ‘Before’ and ‘After’ options, or a single date by using the ‘On’ option.
    • For linked fields, you have an option to filter for whether there is a linked term or not.
    • For publishing target status fields, you can filter for Published, Unpublished, and Suppressed items for each target setup for your project.
  2. Applied filters will appear above the item panel and the column headers will display the filter icon. You can remove a filter by clicking on the X next to the applied filter label or selecting the filter icon again and then toggle the Apply Filter option to the off position.

To create a Saved Filter:

  1. Filter your items following the above steps.
  2. Above the item panel, select Save as New Saved Filter.
  3. A new window will open where you can enter a name for the saved filter and a description.
  4. Choose to make the saved filter either Private, Restricted, or Shared.
  5. Select Create. Your new saved filter will display in the Saved Filters panel.

To apply a Saved Filter:

  1. Locate your saved filter in the Saved Filters panel. Hovering over a filter’s title will reveal the parameters. Apply the filter by clicking on its title.
  2. Once the filter is applied, the items that fit the parameters will load in the item panel and the parameters will display above the items..
  3. You can remove the Saved Filter by selecting Clear above the parameters. This will return you to viewing the full project.

To delete a Saved Filter:

From the Saved Filters panel, right-click on the filter and then select Delete Saved Filter. You can also delete a filter by selecting the Saved Filters option menu. Deleting a filter will not delete any items from the project. Only the filtered view of those items will be deleted.

To edit a Saved Filter:

From the Saved Filter panel, right-click on the filter and then select Edit Saved Filter. You can also edit a filter by selecting the Saved Filters option menu. For an existing filter, you can edit the name, description, and permissions. Make your changes in the filter configuration window and then select Save.

To edit a Saved Filter’s parameters:

  1. If a filter has more than one parameter set, you can edit the parameters. Select the filter to apply it. Once the filter is applied, the items that fit the parameters will load in the item panel and the parameters will display above the items.
  2. You can remove, edit, or add new parameters. Follow the instructions listed at the beginning of this section for more information about filtering options. After making any change to a saved filter’s parameters you will see options to Save as a New Saved Filter or Update Saved Filter above the parameters. Select your preferred option.Create, edit, and delete a filter.