Finding Documents

Introduction

 

Full functionalities vs Limited functionalities

You can find this information at bottom-left.

 

In case you have a lot of documents in a folder (more than 100), Metadrive will show “Limited functionalities” which means that there are documents that haven’t been loaded and there are some filter and order limitations by Google API.

With limited functionalities you could filter, by equals to or not equals to in every property, and sort by some system properties like Title, Last viewed by me, Quota, Created Date and Modified Date. Search is always available in both cases.

 

You need to scroll down in order to load all the documents and change ‘limited functionalities’ to ‘full functionalities’. It will depend on how many files you have in your folder, in all your folder structure (in case you use the flat structure button) or match the search term you are looking for.

 In order to avoid this limitation, we recommend to organize your folders and try to have few documents per folder, or use filters to reduce the results and get full functionalities.

 

 

Searching

Search in Metadrive is quick and simple. Just write in Metadrive search box and hits the return key in the keyboard. The app shows a loading image meanwhile search and populate the results.

 

Press “Enter” on the keyboard:

When you use the search box, you are searching in the current folder and its subfolders (Not the complete Google Drive)

You can reset the search by clicking on the X icon near the search box.

TIP: Improve the search experience using Metadrive to “restrict” the search scope.

 

Filtering, sorting and grouping

  • Filtering:

You can apply fast filters in Metadrive using the filter row under property titles. Click on the filter icon to choose the filter operator you would like to apply and write or select the value depending on property types:

You can also apply filters going to Column menu > Filters:

 

  • Sorting:

You can sort by column just clicking on property titles. An arrow will show the order criteria applied:

 

  • Grouping:

This new feature allows you to group your documents by system or custom properties. First of all you must activate this functionality by clicking on Grouping button:

 

Now you can drag and drop any property column to group by that metadata. You can even nest them:

 

 

Flat structure feature

This new functionality allows you to get all documents in the folder hierarchy as a flat structure on the main screen.
This can be very useful to avoid folder navigation in huge folder structures and have a quick look of all your documents in the same view.

You can filter, sort and group or even searching in this flat structure.

In the following example we have our root folder “NASA Missions”, which have 3 subfolders and 3 files. We would like to see all the documents inside these subfolders in the main screen with the other 3 files.

So let’s click on Flatten button:

 

The result is a flat structure without folders that contains all the documents of the folder hierarchy:

 

Now, for example, we can filter by StatusUnder revision” to see which documents are “Under revision” in all the NASA Missions:

 

We can easily come back to the initial state by clicking Flatten button again.

 

Search by Metadata

In case there is metadata created for the folder (How to create metadata), you must know it’s possible to search by metadata.

TIP: This metadata search can be used from the standard Google Drive interface as well

 

In the following example, we have a choice property called Status with four possible options: “Approved“, “Pending“, “Rejected” and “Under revision“.

 

With this metadata you can easily get the list with pending documents by searching Status:pending