Search Optimization Strategies

Heretto CCMS enables you to easily search and filter resources in the content library using CCMS-wide and custom metadata. The can then use this metadata, enabling users to easily find relevant documents.

Filtering Content Library Search Results

You can sort and filter the search results in the content library to quickly identify relevant resources.

Date Filters

The Last Modified filter and Created filter enable you to quickly find resources that were created or modified withing a given date range. You can use these filters to view how much content was created or updated in a specific date range.

Figure 1. Date Filters
Date filters

Needs Attention Filters

The Not Valid, Has Broken Links, and Has Open Comments filter enable you to easily identify content that should be fixed.

Figure 2. Needs Attention Filters.
Not Valid
Identifies invalid file types or files that contain invalid elements.
Has Broken Links
Identifies files with links that require an update.
Has Open Comments
Identifies files with unresolved comments.
Needs Attention filters

Owned By Filter

The Owned by drop-down menu enables you to see files owned by a particular user.

Last Modified By Filter

The Last modified by drop-down menu enables you to see files recently modified by a particular user.

Locked By Filter

The Locked by drop-down menu enables you to see the files locked by other users. You can also view all locked files, regardless of user by selecting Anyone from the Locked by.
Note: If you use the Content Editor built in Heretto CCMS, your files are never locked as the Content Editor is fully collaborative. This means that several users can work on a given resource at the same time.
If a coworker is unavailable and left some of their files locked, you can select their name from the Locked by drop-down menu to view all files locked by that user. You can then unlock those files to enable other team members to continue working on them.
Note: You must be an Administrator to unlock files locked by other users.

Status Filters

The Status Filters enable you to understand the state of your content.

Figure 3. Status Filters
Status filters

Content Type Filters

You can filter DITA-files of a particular type.

Figure 4. Content Type Filters
Content-type filters

Metadata Filters

You can filter resources with a given metadata tag assigned. For more information, see Taxonomy and Metadata Strategies.

Figure 5. Metadata Filters
Metadata filters

File Type Filter

You can filter files of a particular format.

Figure 6. File Type Filters
File type filters

Sorting Results

You can sort search results in ascending or descending order by clicking on any content library column header.

For example, if you enter a search term and receive a lot of results, you can sort the results by modified date to view the most recently updated files first.

Figure 7. Sorting by Last Modified Files
Sorting by last modified files

Prioritizing Search Results

We can prioritize the search results on your according to your needs.

Search Operation

By default, the terms that appear in the title, file name, or keywords appear at the top of the search results.

We can prioritize content found in various elements, including:

  • concept body element
  • task body element
  • reference body element
  • prolog element
  • keyword element
  • short description element
  • glossary term element
  • glossary definition element
  • paragraph element
Note: To configure your instance, contact your Customer Success Manager.