Reference Searching

When creating and formatting a Global Find based on the Digital Resources folder type, Virtual Ticket adds additional search criteria for reference searching based on the relationship digital assets have with other folder/document records within the system. For example, a single digital resource (image, logo, digital file, etc.) may be referenced (placed in a file collector on a form defined for the type) on multiple folders/documents simultaneously (e.g. the same image or logo may appear on multiple jobs, change orders, etc.). Virtual Ticket, however, stores a reference to the original digital asset only once in the Digital Resources folder. This eliminates the possibility of having duplicate records in the database and reduces the administration and management of digital assets.

When using reference searching, you will have to define search condition logic for either or both the "Referenced By" or "Not Referenced By" sections of the search. Please refer to the following procedure for instructions.

Before attempting to define the criteria used in reference conditions, you should be familiar with the process of defining the criteria used in regular search conditions. For instructions on defining regular search conditions, refer to "Defining Global Find Search Conditions".

Important! Reference searching is available only for Finds based on the Digital Resources Folder Type. Reference searching is not available for finds based on additional Document Types under the Digital Resources folder type.

Defining reference search criteria

1. Open the Global Find that you want to use reference search criteria in.

2. If the search criteria are not displayed, use the Find Mode button ( ) to select Design Mode. The search criteria will be displayed.

Note: The following steps describe how to define search criteria for the Referenced By section. If you are only including Not Referenced By criteria in your reference search, perform the following steps in the Not Referenced By section instead of the Referenced By section.

3. Click the Referenced By expander button and select the folder/document type on which the digital resources will be referenced. This will instruct Virtual Ticket to search for the digital resources referenced by the selected folder/document type.

4. Optional: Click the "All" text next to the Referenced By expander. This will allow you to switch the logic between "Roots" and "All" (...Referenced by). When All is used, the referenced condition will be applied to all objects that are referenced directly or indirectly (i.e. placed in a File Board on a Form or belong to any item placed in a File Board on a Form). When "Roots" is used, the referenced condition will be applied only to objects that are directly referenced (i.e. placed in a File Collector on a Form).

5. Define the search condition logic for the Referenced By section. Multiple criteria, AND/OR boolean operators, and MetaScript may be used when defining the Referenced By conditions. Reference search conditions are defined similarly to regular search conditions. For additional information, see "Defining Global Find Search Conditions".

6. If you would like to define criteria for the Not Referenced By section, repeat steps 3 - 5 for the Not Referenced By section in the Global Search Editor.
7. Click the FIND MODE button and select either NORMAL or RUNTIME. This will put the Global Find into either the Normal or Runtime modes and allow you to test and save the Global Find. For more information on Normal and Runtime modes, please refer to the "About Find Modes" section above.
8. Click Search ( ) to test the Global Find. The Find will retrieve from the database all folder/document records that match the search criteria you have defined. These search results will be displayed in the lower portion of the Find window, allowing you to confirm that the search criteria have been properly defined.
9. Click SAVE ( ) to save the search criteria, grid listing specifications, and appearance profile for the Global Find.