CloudNine Review: Smart Filters Explained

CloudNine Review Smart Filters Explained

CloudNine Review Smart Filters is a powerful tool that is used to isolate and review documents quickly. The Smart Filter feature is dynamic and immediately updates results as filters are set. Smart Filters are organized by Category, with specific fields in each category. 

Smart Filter Order of Operation and Filter Statements

Category order represents the Order of Operation in Smart Filters. Categories are listed in the order filters should be applied, from top to bottom to ensure Smart Filter results are reported accurately. 

Smart Filters initiate when the first field term is set.  Immediately, fields are updated to show field terms and result counts that fall within the filter's parameters. As you set more filters, the result counts for fields and field terms will automatically update to reflect the filter criteria.

When filters are applied between fields AND is used. When multiple values are selected within the field OR is used. 

Filters are set based on the Current Results View; this could be All Records, Advanced Search results, or Quick Search results. 

Smart Filters Dialog 

You can access the Smart Filter dialog by clicking the Filter option next to the View drop-down list. 

The Smart Filters dialog opens.

1). Six categories that house specific metadata fields. Set filters in category order. 

2). Expands a category to see fields in that category. 

3). Collapse the category.

4). Lists the available fields for the expanded category.

5). Expands the field to list terms to filter on.

6). Collapses the field terms. 

7).  Selected term(s) used to activate the filters. Note: CloudNine DocID and Date fields require input. 

8). Result counts for each term, counts are updated when terms are selected.  

9). Enabled, will include families when you apply the filter to your current view. 

10). Total number of active filters. 

11). Clear All active filters. 

12). Apply/Re-Apply the filters to your current results view.

Smart Filter Categories

Six categories contain fields available for smart filtering; CloudNine_Doc_ID, Date, Document_Info, Document_Sources, Email, and Tags.  

CloudNine_Doc_ID

This category contains the CloudNine DocID field and can be used to set a document range for additional filters to be applied. The CloudNine DocID is the unique number assigned by CloudNine Review during the import process. 

Enter a Start DocID and End DocID. Additional filters are updated and applied to the active document range filter. 

Date

Contains system date fields populated during import. The table lists the date fields for the date category and smart filter behavior. 

Select the Date field(s) you wish to filter. Then enter a Start Date and End Date range. The filter is set to records that fall within the date range inputted. 

Document_Info

The Document_Info category consists of system metadata fields populated during import/ingestion. The table below provides the list of fields available in the Document_Info category, Smart Filter UI behavior, and Applied Results. 

Expand any field in the Document_Info category to see a list of the field terms and the current result count based on any active searches or filters. Select Field Terms to narrow results to specific criteria. When term(s) are selected, result counts are updated to the set filter. 

The screenshot below shows that two values, msg and rpmsg, have been chosen from the Native Filename Ext field. These filters are now set.  If you select another field, the result counts are based on the active filters. 

Document_Sources

System Metadata fields related to a document's source. The table below provides the list of fields in this category and the expected behavior when filtered. 

In your Smart Filters dialog expand Document_Sources; here, you will see the fields available in this category. Expand a field to see available items. In the example below, MsgClass is expanded and the field terms and result counts are based on the results of the already active filters. 

Email

System Metadata fields populated during import that are specific to email addresses. The table lists the email fields and filter behavior. 

Expand the Email category to see Fields, Terms, and their Record Counts. Here you can select specific email addresses found in any of the fields. In the image below, the search option was used to locate email addresses and select email addresses quickly. When selecting terms within the field, OR is used. In the screenshot below, you will notice the bottom shows 4 Filters Selected (Native File Ext AND Email To addresses). All results are updated and counts follow accordingly. 

Smart Filters Toolbar

When you expand a Category and then select a Field, the list of Terms and their Counts is displayed. At the top is a Smart Filter Toolbar offering a few options to help you locate terms. 

Select All

The Select All feature allows you to select all terms listed for that field. This may be all terms available, or results from a search. The maximum amount of terms selected for a field is 1000. If you reach the maximum, you will need to de-select terms before additional ones can be selected. 

Search box

When a field is expanded, the term list appears. At the top of the term list is a search option to quickly search and locate terms. The search is fuzzy and results are updated as you begin typing in the search box. The Select All option can be used to select all terms related to your search. 

Sort By

Terms can be sorted using the Sort By: Description or Count either in Ascending/Descending order. 

 

Tags

User-created fields are found in the Tags category and organized by Groups. The behavior of the fields is based on the field type. Public fields are available to any user, local fields are only available to the user who created them. All permission rights are enforced in the filter view. The table below lists field types and the expected behavior with Smart Filters. 

Expand Tags to see the available custom fields. Expand any field term, to see the filter options and behavior based on the field type.

For all custom fields except date fields, you can Include or Exclude terms in the selected field. The Include All will select all terms in the field or the results of a search. You can sort by Description or Count. 

Apply and Review your Filter Results

In the Smart Filters dialog, you have worked your way from top to bottom selecting fields and terms from different categories; result counts are updated as each term is selected. When you are satisfied with your filter, click the Apply button. The filters are applied and the results appear in your selected view. At the bottom of the CloudNine Review page, you will see you are in a Smart Filter Search and X amount of records have been returned. 

Here you can review and tag documents, run quick searches to reduce your filtered results further, or return to  Smart Filter to modify the filtered results. The Smart Filter is still active, if changes are made, you must Re-Apply to update the results view.

Click the Clear All button to release all filters and start at the beginning again.

The  Include Family option should be checked to include families when you Apply and review your filtered results. 

View All Records

To clear out any filters, searches, or combinations and return to all records in the database, select the View All Records option at the top of CloudNine Review results page.