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 2000), 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 can:

  • Filter by equals to or not equals to in every custom property (not in custom datetime properties)
  • Filter by Title: Contains, Does not contains, equals to or not equals to.
  • Filter by Modified Date or Last viewed by me: Is after to, Is after or equal to, Is before to or Is before or equal to.
  • Filter by Owner: Is equal to or Is not equal to.
  • Sort by some system properties like Title, Last viewed by me, Quota, Created Date and Modified Date.

Search is always available in both cases (full and limited).

 

You could scroll down to load more documents from the folder and you can also use search or filter/sort options available in order to reduce the number of documents. If you search or apply any filter/sort option, you are sending the request to all the documents in the folder, so, if after applying these options, the result is smaller than 2000 documents, Metadrive will change to full functionalities with this result, If not, Metadrive will load the first 50 documents that match the request and you will need to scroll down to load more. Again, you could apply more accurate search/filter/sort options to reduces the result.

 

In order to avoid this limitation, we recommend to use filters and/or search 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