Performing Searches on the Oracle WebCenter Interaction Portal

Purpose

This tutorial shows you how to perform a search, view search results, narrow down your search, and save searches.

Time to Complete

Approximately 1 hour

Topics

This tutorial covers the following topics:

 Overview
 Prerequisites
 Performing a Search
Viewing Search Results
Narrowing Down Your Search
 Saving Searches
 Summary

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Overview

What Is the Portal Search Feature?

Your Oracle WebCenter Interaction portal can contain all kinds of useful information, and the portal search feature helps you find what you are looking for. You can search for any type of object the portal knows about, such as documents, portlets, communities, projects, project messages and tasks, templates, and so on. What you find depends on your access permissions. Portal security is always in effect, so a search will return only those results you have permission to see.

In this tutorial, you'll learn how to use the portal search feature effectively. We will use a specific set of examples that you will not be able to duplicate exactly since your portal has different contents. However, using our examples as guidance, you should be able to perform similar searches on your portal using your own criteria.

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Prerequisites

Before you perform this tutorial, you should:

1.

Ensure your portal is up and running.

2.

Log into the portal.

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Performing a Search

Most portal pages have a search text box in the upper right corner. To perform a simple search, follow these steps:

1.

In the search text box, enter a search term.

In this example, we show a search for portal items containing the word andromeda. The search is not case sensitive, so it will return portal items containing upper- and lower-case versions of the word andromeda (for example, Andromeda, ANDROMEDA, AndroMeda, and so on).

For the sake of this tutorial, please choose a term that is likely to return a large number of results in your portal environment. Then click the Search button.

 

 

The search results display.

 

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Viewing Search Results

Now that you have performed a simple search, you can examine the search results in order to find the items that are of interest to you. To do this, perform the following steps:

A scroll through results
B. sort results
C. display certain types of items with the results

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A. Scroll Through Results

Often a portal search returns more than a page's worth of results. To scroll through the results and examine the properties of items, perform the following steps:

1.

Here are sample search results for items containing the word andromeda. Your results will be different.

 

 

This broad search returned 32 items, 10 of which are displayed on this page. Notice how many results your search returned.

 

 

By default, results are sorted by Relevance, so items containing many instances of a search term are displayed first.

 

 

Text hits are highlighted, and the icon to the left of the item name indicates what kind of item this is. The item shown here is a PDF file.

 

2.

To view the properties of an item, click the Properties link.

 

 

The Properties page for that item displays. You can see the name of the item, a description, when it was created and last modified, who the author is, and so on.

 

3.

To close the Properties page, click the Close button.

 

4.

Scroll down to see more search results.

 

 

This search returned more than one page of results. At the bottom of the page, there are links to more pages of results.

 

5.

To display page 2 of the results, click the 2 button.

 

 

The second page of results displays.

 

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B. Sort Results

By default, the search results are sorted by Relevance. You can change the sort order, and you can also set how many search results to display per page. Perform the following steps:

1.

To change the sort order, click the Sort by down arrow.

 

2.

Here are the sort options. Select Name to sort by the name of the item.

 

 

The search results redisplay, this time sorted by name.

 

3.

To set how many items display per page, click the Items per page down arrow.

 

 

Here are the options. For this example, we will leave the display at 10 items per page.

 

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C. Display Certain Types of Items Within the Results

By default, all types of items are listed in search results. You can limit the types of items that display. Perform the following steps:

1.

Click the Show only item type down arrow.

 

2.

Here are the options. For this example, we have selected Portlets.

 

 

The search results redisplay. This time, only portlets are listed.

 

3.

To display all types of items, click the Show only item type down arrow and select All Types.

 

 

The search results redisplay, and all types of items are included.

 

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Narrowing Down Your Search

Sometimes a basic search returns too many results to be useful, and you need to narrow down your search. There are several ways to do this:

A search within results
B. perform an advanced search
C. use search operators

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A. Search Within Results

One way to narrow down your search is to search within the results of a a previous search. Perform the following steps:

1.

Here is a sample set of search results, reflecting a search across the entire portal for items containing the word andromeda. There are 28 items that meet the search criteria, 10 of which are displayed on this page.

 

 

Click the down arrow next to Entire portal to see what options are available.

 

2.

Select Within results. Searching within results is like a search within a search. It allows you to perform a search just within the results of a previous search, not across the entire portal.

 

3.

For this example, assume you would like to search through just the andromeda search results for all items related to the Food & Drug Administration, or FDA. In the text field to the right of Within results, you would type FDA and then click the Search button.

 

 

Here are the results of your search within results. Using that feature, you have narrowed down the search results to just two items.

 

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B. Perform an Advanced Search

Another way to narrow down your search is to perform an Advanced Search, which allows you specify multiple search criteria, restrict the search to a certain language, and search for specific types of portal items. Perform the following steps:

1.

There are two ways to start an Advanced Search. On the upper right corner of most portal pages, there's a search text box with an Advanced Search link underneath. Click that link to initiate an Advanced Search.

 

 

Alternatively, if you have performed a basic search and are viewing search results, you can click the Advanced Search link below the portal header (above the search results section).

 

 

Here is the Advanced Search Settings dialog box.

 

2.

In the Search for text box, type your search text.

 

3.

On the right side of the Advanced Search Settings dialog box, you can set the number of results to display per page, whether to restrict the search to items in a certain language, and what type of results to include.

 

4.

For this example, we limit the search to documents in the Knowledge Directory, document folders, and Collaboration items. Clear the other checkboxes to exclude those item types.

 

5.

To add criteria to your search, click the Add Criteria button in the Search Criteria section (upper left).

 

 

A row for specifying an search criterion appears. By default, you can search by item Name.

 

6.

To search by another property, click the down arrow next to Name.

 

7.

Here are your options. For this example, we select Author.

 

8.

In the Search Criteria section, complete the search criterion by selecting the operator (in this example, Contains) and typing the name of the author (here, mpeek).

 

9.

Click Add Criteria to add additional search criteria. In this example, we restrict the search to those items that were created after April 1, 2008.

 

10.

Notice the Return results based on section, just above and to the right of the search criteria you have just added. Here you select whether iterms returned by your search must match all the specified criteria, or can match any single criterion. For this example, we choose All Criteria, which means that search results must contain the word andromeda, the Author must contain mpeek, and the item must have been created before April 1, 2008.

 

11.

When you have finished specifying criteria (and restricting your search based on language and item types on the right side of the Advanced Search Settings dialog box), click the Search button in the upper right corner of that dialog box.

 

 

Here are sample search results that meet all of your criteria.

 

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C. Use Search Operators

You can also narrow down your search by using search operators. To search effectively, you need to understand what syntax conventions the portal search feature uses. For example, as mentioned earlier, searches are not case sensitive. If you search for andromeda, the portal search could return items with upper or lower case versions of the word andromeda, for example Andromeda, ANDROMEDA, AndroMeda, and so on.

You can use the following search features and operators to narrow down your search:

 wildcards
 AND
 OR
 NOT
exact phrase match
 proximity
mix and match

To explore each of these features, perform the following steps:

1.

As with many search engines, you can use the asterisk to represent one or more characters. In this example, we search for all portal items starting with the string dura. Note that your search text must include at least 3 characters. Using the asterisk wild card, type a search term that is likely to yield results in your portal, and click the Search button.

 

 

Here are sample results.

 

2.

To search for portal items that contain all words in the search, separate the words with the search keyword AND, in upper or lower case. Do not use commas, as the portal thinks of a comma as an OR function.

 

 

Here are sample results.

 

3.

To search for portal items that contain one or more of a set of terms, separate these terms with the search keyword OR or with a comma.

 

 

Here are sample results.

 

4.

To search for portal items that contain one search term but not another, use the NOT keyword.

 

 

Here are sample results.

 

5.

To search for an exact phrase (whether the phrase is in the name of a portal item or somewhere in its contents), enclose the phrase in quotation marks.

 

 

Here are sample results.

 

6.

To search for all portal items in which the words andromeda and 2008 are within 10 words of each other, use the NEAR function.

 

 

Here are sample results.

 

7.

You can mix and match the various search functions in a single search. In this example (not fully visible), we typed (migrazet OR lipozone) AND "common uses" NOT 2007. This search will find all items that contain the phrase common uses, contain either Migrazet or Lipozone (or both), but do not contain the term 2007.

 

 

Here are sample results.

 

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Saving Searches

Sometimes you perform a search that you will want to reuse in the future. Instead of re-entering all the search details each time you want to execute the search, you can save the search and display it in a portlet called the Portal Search portlet. This portlet displays your saved searches as well as all searches you have performed during the current portal session. With a single click, you can reissue these searches.

To save a search, perform the following steps:

1.

To save a search, first issue the search and then click Save this Search in the search results window.

 

2.

Your search will be saved in the Portal Search portlet. (If you do not already have the Portal Search portlet on a My Page, you will be prompted to add it as part of the save-search process.)

Specify a name for your search. By default, the name of the saved search will be the entire search string, not all of which fits in this display. If this is not descriptive, it is a good idea to rename the search.

 

 

Once you have typed a name for your saved search, click the Save button.

 

3.

The search has now been saved to the Portal Search portlet.

 

 

If you already have a Portal Search portlet on one of your My Pages, click the Close Window button. If not, click the Click here to add the portlet link.

 

4.

This is a preview of your Portal Search portlet. It displays your recent searches, including the search you are saving, but it does not list your saved search yet.

 

5.

To add the Portal Search portlet to one of your My Pages, click the down arrow next to Add To Page.

 

6.

Select the My Page where you would like to place the Portal Search portlet.

 

7.

You have successfully saved the search and added the Portal Search portlet.

 

8.

To go to your newly updated My Page, click the link by that name.

 

9.

On that My Page, you will see the Portal Search portlet. This portlet contains your saved searches (here, Common Uses - M or L) and all searches you have performed in the current session (in this example, two recent searches).

 

10.

To reissue the saved search, click its link in the Portal Search portlet.

 

 

Here are sample results. Note that the results of the search will always reflect current portal contents, not the portal contents at the time the search was created.

 

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Summary

In this tutorial, you learned how to:

 perform a search
view search results
narrow down your search
 save searches

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