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Search in custom field in public area

Article ID: 348
Last updated: 06 Sep, 2012

You can search for data in both the Public Area and in the Admin Area.

To search in the Public Area

  • Click on Advanced Search
  • From the Search In drop-down box, choose Attachments and inline files
  • At the bottom of screen you will see an Extra Options section which contains all the custom fields

    Click to view larger image

To search in the Admin Area

  • Click on Articles (if field is under Articles, or Files, News or Feedback if field is under, respectively, files, news or feedback)
  • Click on the '+' button to the left of the search area

    Click to see larger image

    This brings up a list of all custom fields for articles (or files/news/feedback)

    The list of custom fields display by default is custom fields that are included in all categories.  If you want custom fields that are listed only in a specific category, select the category

Once you have your list of custom fields

  • If necessary, choose a category.
    Categories default to 'all' and will also search in sub-categories if you use the default options
  • Choose which field you wish to search on, and choose which data you wish to search for
    • If the field is a multi-choice field you will be presented with a list of drop-down values to select from
    • If the field is a checkbox, you will be able to check the value to choose items with that flag set
    • If the field is a text field, you will be able to type text into the field to search on

    and so on.

  • Click Search to start the search.

This brings up a list of all articles with that particular custom field value.

Some working examples for search

Let's say you have a knowledgebase set up as follows:

Article Category Custom field Valid values for custom field Custom field defined at category level Value in custom field
Teach yourself Photoshop Product Extras DVD
T-shirt
Game
No DVD
Nerds Rule Product Extras DVD
T-shirt
Game
No T-shirt
How to Make Cards Product Extras DVD
T-shirt
Game
No -
Our London Office Branches Retail shop Yes
No
Yes Yes
Our Paris Office Branches Retail shop Yes
No
Yes Yes
Extras DVD
T-shirt
Game
No T-shirt

No valid value has been set for the article How to make cards. Also, Extras can be defined anywhere.

  • If you click on search without defining any further parameters this brings back a list of all articles which contain values in any custom field, hence it would return:
    • Teach Yourself Photoshop
    • Nerds Rule
    • Our London Office
    • Our Paris Office
  • If you select T-shirt in the Extras custom field, and then click on search (still not having defined any further parameters, or using All), this will bring back:
    • Nerds Rule
    • Our Paris Office
  • If you select T-shirt in the Extras custom field, and choose the Product category, this will bring back:
    • Nerds Rule
  • If you choose T-shirt in the Extras custom field, and Yes in the Retail Shop field, and search all levels, then your search will return:
    • Nerds Rule
    • Our London Office
    • Our Paris Office

This last is because it will search for either field, rather than both fields.

Article ID: 348
Last updated: 06 Sep, 2012
Revision: 10
Views: 2989
Comments: 0
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