Search

Heretto CCMS provides you with a robust search engine that enables you to find resources in the CCMS efficiently. The search engine combines a search mechanism available through the Search bar, where you initiate the search, and filters available in the Search tab, where you refine your search results.

The Search bar enables you to search for words from anywhere in the current branch. As you type, the results show the top six matches based on the file name or topic title.

Figure 1. Search Bar

Typing in a search term and pressing Enter opens the Search tab in the Content Library. The Search tab contains a Search field that searches the folder that is currently open. It also contains default and, if configured, custom filters (search facets). Default filters are driven by CCMS metadata and include Last Modified, Owned by, Status, and Content Type. Custom filters are driven by custom metadata. For details, see Custom Metadata Configurations.

Figure 2. The Search tab with the Search field and several default filters visible

By default, when you start your search in the Search bar, Heretto CCMS searches all files in the current branch. You can narrow down your search results to a specific folder or a collection with the Searching drop-down menu. This menu becomes available once search is initiated from the Search bar or the Search field.

Figure 3. The Searching drop-down menu

Search for Files and Filter Search Results

You can search the Content Library by using the main Search bar. To search for files, you can use both natural language and advanced search queries. For details, see Advanced Search.

In the Search bar, enter a search term, phrase, or advanced search query.

The top six matches are shown instantly in a drop-down.

Figure 4. Search Bar
- If the file you're looking for is present in the top matches, click it to navigate to its location.
- If the file you're looking for isn't present in the top matches, press Enter to view all search results and open the Search tab.
Once you press Enter, up to 50 first search results are loaded in the Content Library. Scroll down to view more results. The file count is shown in the top-right corner and updates as you scroll.

Figure 5. The file count showing the currently viewed and total file count

Narrow your search scope to a specific folder or collection

In the Searching drop-down menu, select a folder or collection to search in.

Figure 6. The Searching drop-down menu set to search all files
Click Search.

Search for a file within search results

In the Search tab, go to the Search field and enter a search term, phrase, or advanced search query.
The search term you added in the Search bar is automatically added to the Search field. The Search field supports advanced search options. For details, see Advanced Search.
Figure 7. The Search field highlighted in the Search tab

Filter search results in the Search tab

In the Search tab, apply filters such as Last Modified, Owned by, Status, or Content Type.

Note:
The Search tab contains default and, if configured, custom filters. Default filters are driven by CCMS metadata and include Last Modified, Owned by, Status, or Content Type. Custom filters are driven by custom metadata. For details, see Custom Metadata Configurations.

If you want search results to show only maps, in the Content Type filter, select the Map checkbox.

Sort search results

Sort the results by clicking the Filename, Type, Status, or Modified column headers in the Content Library.
Note:
For more sorting options, you can add custom columns to the Content Library. For details, see Customize Columns in the Content Library.

Clear your search criteria

To clear all your search criteria and return to the location you started your search from, click clear search.
Figure 8. The clear search option

Filters Overview

You can sort and filter search results in Heretto CCMS by using filters available in the Search tab. Filters are also referred to as search facets.

The Search tab contains default and, if configured, custom filters. Default filters are driven by CCMS metadata and include Last Modified, Owned by, Status, or Content Type. Custom filters are driven by custom metadata. For details, see Custom Metadata Configurations.

Date Filters

The Last Modified filter and Created filter enable you to quickly find resources within a given date range.

Needs Attention Filters

The Not Valid, Has Broken Links, and Has Open Comments filter enable you to easily identify content outstanding issues.

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 in Heretto CCMS, your files do not automatially lock 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 has locked files, you can select their name from the Locked by drop-down menu to view their locked files. You can unlock those files to enable other team members to work 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.

Content Type Filters

You can filter DITA-files of a particular type.

File Type Filter

You can filter files of a particular format.

Custom Filters

You can filter resources by custom metadata added to a file. For details, see Custom Metadata Configurations.

Advanced Search

You can search for terms, specific DITA elements and attributes in Heretto CCMS. The CCMS uses Lucene as a search engine. By default, the CCMS returns fuzzy matches. If you want to refine search results, you can use various search strings, modifiers, and operators.

Search Modifiers and Operators

You can use search modifiers and operators to refine your search results. Read this overview to get an understanding of available options. For details about available modifiers, operators, and examples, see https://lucene.apache.org/core/8_10_1/queryparser/org/apache/lucene/queryparser/classic/package-summary.html#package.description. Unsupported search types: range search.

Wildcard Search

You can perform single and multiple character wildcard searches within single terms (not within phrase queries). To perform a single character wildcard search use the question mark (?) symbol. Example: To search for text or test you can use the search: te?t. To perform a multiple character wildcard search use the asterisk (*) symbol. Example: To search for test, tests or tester, you can use: test*. You cannot use a * or ? symbol as the first character of a search.

Regular Expression Search

You can perform regular expression searches matching a pattern between forward slashes (/). Example: To find documents containing moat or boat use: /[mb]oat/.

Fuzzy Search

By default, Heretto CCMS returns fuzzy matches based on Damerau-Levenshtein Distance. To do a fuzzy search use the tilde symbol (~) at the end of a single word term. Example: To search for a term similar in spelling to roam use the fuzzy search: roam~.

Proximity Search

You can find words a within a specific distance away. To do a proximity search use the tilde symbol (~) at the end of a phrase. Example: To search for open and preferences within ten words of each other in a document use the search: "open preferences"~10.

Boosting a Term

You can define the relevance level of matching documents based on the terms found. To boost a term use the caret symbol (^) with a boost factor (a number) at the end of the term you are searching. The higher the boost factor, the more relevant the term. Example: When searching for open preferences, you can boost the relevance of preference like this: open preferences^4.

Boolean Operators

You can use boolean operators to combine terms through logic operators. You can use AND, +, OR, NOT, and - as Boolean operators. Boolean operators must be written in ALL CAPS.

Grouping

You can use parentheses to group clauses to form sub queries. This can be very useful if you want to control the boolean logic for a query. Example: To search for either open or preferences and website use the query: (open OR preferences) AND website.

Field Grouping

You can use parentheses to group multiple clauses to a single field. Example: To search for a title that contains both the word return and the phrase pink panther use: title:(+return +"pink panther").

Escaping Special Characters

You can escape escaping special characters that are part of the query syntax. The current list special characters you can escape are: + - && || ! ( ) { } [ ] ^ " ~ * ? : \ /

Example: To escape these character use the \ before the character. For example to search for (1+1):2 use: \(1\+1\)\:2.

Searchable Elements, Metadata, and Attributes

By default, Heretto CCMS searches for terms in the following DITA elements and attributes:

concept body element
glossary definition element
glossary term element
keyword element
paragraph element
prolog element
reference body element
short description element
task body element
title element
ID attribute

You can restrict your search to a specific element. The available options may vary based on your configuration.

Table 1. Searchable DITA Elements
DITA Elements	Search String Format
Keywords	`__content_keywords:example`
keyword elements	`__content_keyword:example`
glossary term element	`__content_glossterm:example`
glossary definition element	`__content_glossdef:example`
prolog element	`__content_prolog:example`
short description element	`__content_shortdesc:example`
concept body element	`__content_conbody:example`
reference body element	`__content_refbody:example`
task body element	`__content_taskbody:example`
paragraph element	`__content_para:example`
title element	`title:example`

Table 2. Searchable Heretto CCMS Metadata
Metadata	Search String Format
Owned By	`__document_owner:username`
Broken Links	`__has_broken_links:true/false`
Custom Metadata	`__taxonomyName:example`

Table 3. Searchable DITA Attributes
Attribute	Search String
ID attribute	`attributeValue`

Examples of Advanced Search

This string searches for the word users in short description elements.

__content_shortdesc:users

This string searches for the words enables users to in short description elements.

__content_shortdesc:"enables users to"

This string searches for the word users in short description elements and the word enables in concept body elements.

__content_shortdesc:users __content_conbody:enables

This string searches for non-approved topics that also contain the word user in title elements. The NOT operator excludes the search term that follows it.

title:user NOT status:approved

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