Access the Advanced Search feature from your site's Dashboard or Pages section. With this feature, you can filter search results using various criteria to find content with specific characteristics.
Advanced Search can help you perform administrative tasks, such as checking what content needs an update, assigning or changing page ownership, and checking what content is in a workflow.
The available search filters are:
- Item name: Use this field to search for pages or files of a specific name. Please note that this search field is not based on synonyms; for example, searching for "trash" will not return "waste collection."
- Author: Use this field to search for pages published or checked out by a particular user.
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Page owner: Use this field to search for pages a specific user owns. A Page owner is a user who created the page or has been assigned as the Page owner and may differ from the Author.
Note: Review and deactivation notices are sent to the Page owner, so it's best to ensure all pages have an owner. If a staff member leaves your organization, make sure you reassign their pages to a different user. -
Item status: Use this drop-down menu to filter pages based on status, such as WIP, Published, or Archived. If you have access to any workflow groups, you can also filter by approval status. You can select multiple options from this menu.
Note: In this instance, Published refers to any page approved to go live and will include all pages with a Deactivated or Rolled Back status. - Item type: Use this drop-down menu to filter pages based on file or content type. You can make multiple selections on this menu. This menu is most useful when used in conjunction with other filters. For example, you may need to search for annual events with an upcoming review date or change ownership of all park pages with an outgoing Page owner.
- Review date: Use this field to search for pages by Review date. You can filter for pages with a review date before or after a specific date or search within a date range. You can also enter a value in the Or Within [ ] Days field to search for upcoming review dates and a negative number in the same field to search for previous dates.
- Deactivate date: Use this field to search for pages by Deactivate date. You can filter for pages with a deactivation date before or after a specific date or search within a date range. You can also enter a value in the Or Within [ ] Days field to search for upcoming deactivation dates and a negative number in the same field to search for previous dates.
- With no action over: Use this field to search for unpublished pages that have not been actioned in the specified number of days. This will return unpublished drafts or pages currently in a workflow without being accepted or rejected.
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Only include: Use these checkboxes to search for pages that are:
- Orphan Content: Pages previously assigned to an owner who has been deactivated from the system. This is useful to ensure that all pages have an owner so that all review or deactivation notices get delivered to someone.
- Unused Files: Files uploaded to your Files Library but which are not being used anywhere on your site. This is useful when cleaning up your Files Library and making it easier to navigate.
Actioning Search Results
You can perform several actions based on your search results. Firstly, you can select a page or file to go to the page or file admin. You can also hover over a result with your cursor and select the cogwheel icon to display a menu of options or select each page you want to action by marking their checkbox and choosing an action from the Bulk Actions menu at the bottom of the screen.
The actions available are:
- Preview (not available as a bulk action)
- Share (not available as a bulk action)
- Archive
- Restore (only available as bulk action)
- Delete
- Notify Owner
- Change Owner