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How to use the search in Libraries

Updated

Templafy Library is a module that will allow end-users to access content and assets through the WebApp or through Microsoft applications (Word, PowerPoint, Excel, and Outlook). In this article, we will explain how the search works in the Library. 

Searching in a template Library

  1. Click in the desired template Library (Documents, Presentations, Spreadsheets) or click on start new document/presentation/spreadsheet in the Library pane in Office.
  2. Click on Search in the Composer.
  3. Type in your search keywords.

WebAppSearch.gif

Searching in an asset Library 

  1. Click on Search.
  2. Type in your search keywords and press enter or select one of the offered search suggestions.
  3. Narrow down your search by targeting the asset's name, description, tags or slide content. 

WebAppSearchAssetLibraries.png

Searching in the asset libraries will search across all available asset libraries. Additionally, the search query suggestions will be displayed in the following order for only the current asset library:

  • Blue (1): Your search query.
  • Yellow (2): Asset name suggestion (with a magnifying glass icon).
  • Red (3): Asset tag suggestion (with a tag icon).

  Note

  • The ability to target the asset search utilizing description, tags or slide content is dependent on the settings controlled by your admin. 

  • The ability to search assets by slide content is only available for slides and slide elements. 
  • The ability to target the asset search utilizing description, tags or slide content is available for Templafy asset libraries (slides, slide elements, text elements, email elements, images, and PDFs), not for template libraries (documents, presentations, spreadsheets) or External Libraries / Content Connectors.
  • The ability to target the asset search utilizing description, tags or slide content is only supported in the WebApp and Office applications, but is not available in Google library.

  • A minimum of 3 characters is required for the suggestions to start populating.

  • The search suggestions will take into consideration the properties being targeted by the search (if the tags are excluded in the targeting, the search will not show tag suggestions).

Using the search

Templafy searches for the following: 

  • The name of the file. 
  • The description of the file.
  • The tags of the file.

All the above information is added by your Library administrator through the Templafy Admin Center. 

  Tip

The slide content and speaker notes of PowerPoint files will also become keywords for the search in Presentations, Slides, and Slide elements Libraries.

Templafy search uses fuzzy search, or approximate string matching by default:

  • Full match will show up first.
  • The first word in the query will be the first one searched for in the Library.
  • The second word in the query will be the second one searched for in the Library.
  • etc.

Additionally, the search function ranks based on the number of times the keyword is present on a given asset. For example, if the word 'yellow' is in the name, the description, and the tag of an asset, that asset will rank #1, the other assets that contain the word 'yellow' fewer times will be displayed below.

  Tip

To search for exact words or phrases, use double quotes ("") around your search term. 

Example: 

In my Library, I have four documents: 

  • Document A has a name/description/tag set to 'company facts'.
  • Document B has a name/description/tag set to 'company culture'.
  • Document C has a name/description/tag set to 'facts & figures'.
  • Document D has a name/description/tag set to 'financial report'.

If I search for 'company facts', the results will appear in the following order: 

  1. Document A (full match).
  2. Document B (first word). 
  3. Document C (second word). 

Document D will not be included in the results as its name/description/tag does not contain 'company' or 'facts'.

  Important

  • Templafy leverages Azure AI Search which requires up to 5 minutes to refresh the search index (New Assets, Updated Assets, or Properties (Name, Tag, Description, etc.) could take up to 5 minutes to become searchable).
  • Search in External Libraries, or Content Connectors, will use the search logic of that external system, and it may not follow the rules outlined in this article.

 

Related to

library search
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