Use and create basic filters to find specific files

All files uploaded to Showpad are stored in your files library. As your library grows, you may need to utilize the search functionality and filters to find specific files.

With filters, you can instantly find relevant files based on authors, file types, specific properties, tags, etc. Basic filters use the same logic as advanced filters powered by Showpad Query Language (ShowQL). This includes the option to use negation (inverse logic) on basic filters, making it easier to find exactly what you need or exclude what you don't.
 

You can also save pre-configured filters to reuse them easily and find content effortlessly. Filters are also useful for configuring Smart Folders in Classic Experiences.

See how it looks

Key features

• Search to quickly find a file
• Use filters to surface relevant files
• Create filters based on different file information
• Save pre-configured filters and reuse them to effortlessly find content

You need this to succeed

The quick way

1. Navigate to your Files library.
2. Select the desired filters.
3. Save your pre-configured filters and reuse them.

Do this step by step

• Search for files
• Use filters to find content
• Save pre-configured filters and reuse them

Search for files

The search algorithm in the Admin App differs from the search in the Web App, and understanding how it works may help you find what you're looking for. Here are some key features of the Admin App's search functionality:

• Searches are ranked by prioritizing matching the asset title to the search term.
• Exact matches are ranked higher than partial matches. 
• Search terms matching in order rank higher than those not in order phrases.
• Searching with applied filters searches only the filtered content.

To search in the Admin App files library, 

1. Go to the Libraries tab. Select the relevant Division from the top-left menu if your organization uses them.
2. Expand Files in the left-side menu and select All Files.
3. With the Basic search option toggled on, enter a search term in the field. Press Enter.
4. Click the column headers to sort the results in ascending or descending order. A third click will return you to the most relevant search result.

Use filters to find content

Filters help you surface specific files by narrowing results based on criteria like author, tags, or file type. By applying matching operators, you can refine your results to display only the files you're looking for.

Understand matching operators

Use matching operators to set the logic for your filters. This controls which files show up in your results. Available operators change depending on the type of information you are filtering.

Here are the matching operators and how they work:

• all (IN ALL): Matches every selected value.
• any (IN): Matches at least one of the selected values.
  • Selecting [No ‘filter name’] shows files with no value assigned.
• none (NOT IN): Excludes all selected values.
  • Selecting [No ‘filter name’] excludes files that have no value assigned.
• is (=): Matches a specific property or value.
• is not (!=): Excludes a specific property or value.

To filter the Admin App Files library,

1. Go to the Libraries tab. Select the relevant Division from the top-left menu if your organization uses them.
2. Expand Files in the left-side menu and select All Files.
3. Click View filters and select the filters you want to use. From here, you can also rearrange the filter order by clicking the dots to the left of each filter name, then dragging and dropping them into the desired order. Then, click Save.
4. Click on one of the filters, select an operator, and then select the filter criteria. The list of displayed files is automatically updated. Keep adding filters as needed.
   • You can use your keyboard to navigate your filter selection:  Use the up and down arrow keys to highlight criteria, Enter to select, type to search if available, and Esc to finalize your selections.
5. Click on the displayed operator to change it.
6. To clear selected filter criteria from one filter, click the X next to the filter title.
7. To remove all filters, click Clear filters.

Uses for filtering with negation operators:

• Audit content: Select none (NOT IN) + [Not tagged] to see everything that is tagged, effectively filtering out the "messy" data and letting you focus on what is ready for distribution.
• Clean up: Conversely, select any (IN) + [Not tagged] to see everything that is not tagged, helping you find exactly what needs your attention.

   

Filter descriptions:

Tip: To combine filters using or logic (Example: Tag any "Product Launch" or File Type any Video), use advanced filtering.

Save a pre-configured filter and reuse it

You can save the filters you create for reuse in the Files library. You can also use them in Smart Folders and when selecting content to add to Pages. However, some detailed filters aren't compatible with features outside the Files library. See the filter description table for details.

1. Follow the above guidelines to use filters.
2. To save your pre-configured filter, click Save filters and then Save as new filter.
   • If a warning indicates that the filter conditions are incompatible with Smart Folders, click the X next to the filters with a warning icon to remove them. Or leave them if you plan to use the filter only in the Files library.
3. Enter a Name of your filter and click Save filter.
4. To reuse your saved filter, click View filters, then click My saved filters.
5. Search for the relevant filter and select it.
6. Click Apply. The file list is automatically updated with the pre-configured saved filters.
7. To rename a saved filter, hover over it and click the pencil icon. Enter a new name for the filter and click Save filter.
8. To delete a saved filter, hover over it and click the trash icon. Click Delete filter on the pop-up to confirm.

If the basic filtering options are not sufficient, you can also use advanced filters. Learn more in this article.