{"id":29102,"date":"2026-01-09T15:23:07","date_gmt":"2026-01-09T14:23:07","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-portal\/user-guide\/search-for-documents-and-files\/search-criteria\/"},"modified":"2026-05-13T09:40:28","modified_gmt":"2026-05-13T07:40:28","slug":"search-criteria","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-portal\/user-guide\/search-for-documents-and-files\/search-criteria\/","title":{"rendered":"Search criteria"},"content":{"rendered":"\n<h1 class=\"wp-block-heading\" id=\"sommaire\">Summary<\/h1>\n\n<ul class=\"wp-block-list\">\n<li><a href=\"#fonctionnement-des-criteres\">How the criteria work<\/a><\/li>\n\n\n\n<li><a href=\"#lancement-de-la-recherche\">Launching the search<\/a><\/li>\n\n\n\n<li><a href=\"#liste-des-criteres-disponibles\">List of available criteria<\/a>\n<ul class=\"wp-block-list\">\n<li><a href=\"#terme-a-rechercher-rechercher-dans\">Search Term &amp; Search in<\/a><\/li>\n\n\n\n<li><a href=\"#regle-de-classement\">Ranking Rule<\/a><\/li>\n\n\n\n<li><a href=\"#dossier\">Folder<\/a><\/li>\n\n\n\n<li><a href=\"#type\">Type<\/a><\/li>\n\n\n\n<li><a href=\"#date-de-creation\">Creation date<\/a><\/li>\n\n\n\n<li><a href=\"#date-de-modification\">Date modified<\/a><\/li>\n\n\n\n<li><a href=\"#createur\">Creator<\/a><\/li>\n\n\n\n<li><a href=\"#en-favori\">Favourite<\/a><\/li>\n\n\n\n<li><a href=\"#est-commente\">Is commented<\/a><\/li>\n\n\n\n<li><a href=\"#est-partage\">Is shared<\/a><\/li>\n\n\n\n<li><a href=\"#possede-des-liaisons\">Has connections<\/a><\/li>\n\n\n\n<li><a href=\"#workflow\">Workflow<\/a><\/li>\n\n\n\n<li><a href=\"#etats-dans-le-workflow\">Workflow states<\/a><\/li>\n\n\n\n<li><a href=\"#criteres-de-metadonnees\">Metadata criteria<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n<h1 class=\"wp-block-heading\" id=\"fonctionnement-des-criteres\">How the criteria work<\/h1>\n\n<p>The search functionality allows you to refine your results with a wide choice of criteria.<br\/>The criteria are displayed in the form of dots that you can configure.<\/p>\n\n<p>A grey dot corresponds to a criterion present on the screen, but not active:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/2B8AB343-6903-4586-B32A-1C0AEFB26766-translated.png\" alt=\"\" class=\"wp-image-28491\"\/><\/figure>\n\n<p>A badge in the colors of the application corresponds to a criterion present and active in the search:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/6693599B-1729-47AD-BE87-02A7F1B492CC-translated.png\" alt=\"\" class=\"wp-image-28494\"\/><\/figure>\n\n<p>Active criteria are cumulative (<strong>AND<\/strong> and not <strong>OU<\/strong>): the items returned by the search must meet all active criteria.<\/p>\n\n<h2 class=\"wp-block-heading\">Default criteria<\/h2>\n\n<p>By default, the search screen displays a list of criteria that are present but not active:<\/p>\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/50F0F2A7-CBC4-477E-A32A-B956CFD823F6-translated-1024x58.png\" alt=\"\" class=\"wp-image-28497\"\/><\/figure>\n\n<p>These criteria cannot be removed from the screen (there is no delete cross in the dot), because they represent essential criteria.<\/p>\n\n<h2 class=\"wp-block-heading\">Added criteria<\/h2>\n\n<p>The <strong>More Criteria<\/strong> button allows you to view a list of additional criteria that can be added to the current search:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/F805EDDD-58DE-4063-BC85-629BB75CB611-translated.png\" alt=\"\" class=\"wp-image-28500\"\/><\/figure>\n\n<p>This list of available criteria is sorted alphabetically and combines both technical metadata (Creator, Date modified, Statuses, etc.) and business metadata when a <strong><span style=\"text-decoration: underline;\">ranking rule<\/span><\/strong> is selected in the dedicated criteria.<\/p>\n\n<p>Enabled criteria also appear checked at the top of this list, and can be unchecked to be disabled.<\/p>\n\n<p>In this list, a search field allows you to quickly find a specific criterion by entering its label:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/54A3363E-48AC-45DD-9690-A5140AD744FE-translated.png\" alt=\"\" class=\"wp-image-28504\"\/><\/figure>\n\n<h1 class=\"wp-block-heading\" id=\"lancement-de-la-recherche\">Launching the search<\/h1>\n\n<p>The way in which the search is launched depends on the criteria used.<br\/>Two ways of working are possible:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong><em>Auto-trigger<\/em><\/strong> : Easy-to-configure criteria start the search one second after your last entry. This is the case for single-choice criteria (e.g.: Ranking rule) or multiple choice criteria (e.g., Type). <\/li>\n\n\n\n<li><strong><em>Manual triggering<\/em><\/strong> : Criteria with more complex configurations, requiring multiple parameters to be entered, have an <strong>Update<\/strong> button that allows the search to be started after the criterion configuration is complete. This is the case, for example, with date criteria (e.g., Date of Creation) or digital business metadata. <\/li>\n<\/ul>\n\n<p>In addition, you can update the results at any time using the dedicated button above the list of results:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/7A563F12-448D-41CC-AAB7-B320BAA93D37-translated.png\" alt=\"\" class=\"wp-image-28513\"\/><\/figure>\n\n<h1 class=\"wp-block-heading\" id=\"liste-des-criteres-disponibles\">List of available criteria<\/h1>\n\n<h2 class=\"wp-block-heading\" id=\"terme-a-rechercher-rechercher-dans\">Search Term &amp; Search in<\/h2>\n\n<p>The <strong><em>Search Term<\/em><\/strong> criterion is a free text input field:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/38F37F04-D7EA-4211-A3C4-5B07A9180088-translated.png\" alt=\"\" class=\"wp-image-28537\"\/><\/figure>\n\n<p>By default, the term(s) entered are searched in the following:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>Name of the document or folder<\/li>\n\n\n\n<li>Document text layer<\/li>\n\n\n\n<li>Description of the document or file<\/li>\n\n\n\n<li>Comments on the document or file<\/li>\n\n\n\n<li>Document metadata<\/li>\n<\/ul>\n\n<p>The search is automatically started a few moments after your last character entered. You can also press <strong>Enter<\/strong> on the keyboard to start the search immediately. <\/p>\n\n<p>A second criterion, <strong><em>Search in<\/em><\/strong>, allows you to refine the area in which the terms entered will be searched:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/9D66DD05-3B3E-4318-8635-2E3DDFF35BC5-translated.png\" alt=\"\" class=\"wp-image-28540\"\/><\/figure>\n\n<h3 class=\"wp-block-heading\">Search behavior by term<\/h3>\n\n<p>By default, the search by term is carried out on exact terms.<br\/>You can use the <strong>*<\/strong> and <strong>&#8220;<\/strong> operators to change this behavior.<\/p>\n\n<p>Here are some examples and expected behavior:<\/p>\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Search term entered<\/strong><\/td><td><strong>Expected behavior<\/strong><\/td><\/tr><tr><td>Invoice<\/td><td>Returns all items that contain the exact term <strong><em>Invoice<\/em><\/strong>.<\/td><\/tr><tr><td>Supplier invoice<br\/>Supplier invoice<br\/>Invoice\/Vendor<\/td><td>Returns all items that contain the exact term <strong><em>Invoice<\/em><\/strong> and\/or the exact term <strong><em>vendor<\/em><\/strong>.<br\/>The characters &#8221; &#8221; (space), &#8220;-&#8221; and &#8220;_&#8221; act as term separators.<\/td><\/tr><tr><td>&#8220;Supplier invoice&#8221;<\/td><td>Returns all items that contain the exact sequence <strong><em>of Vendor Invoice<\/em><\/strong> terms.<\/td><\/tr><tr><td>&#8220;Supplier invoice&#8221; 2026<\/td><td>Returns all items that contain the exact term sequence <strong><em>Vendor Invoice<\/em><\/strong> and\/or the exact term <strong><em>2026<\/em><\/strong>.<\/td><\/tr><tr><td>Fact*<\/td><td>Returns all items that contain terms that begin with <strong><em>Fact<\/em><\/strong>, such as &#8220;Invoice.&#8221;<\/td><\/tr><tr><td>*cture<\/td><td>Returns all items that contain terms ending in <strong><em>cture<\/em><\/strong>, such as &#8220;Invoice&#8221;.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n<h2 class=\"wp-block-heading\" id=\"regle-de-classement\">Ranking Rule<\/h2>\n\n<p>The <strong><em>Classification Rule<\/em><\/strong> criterion allows you to find all documents classified with the selected classification rule.<br\/>This criterion lists the available ranking rules:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/image-10-translated.png\" alt=\"\" class=\"wp-image-28570\"\/><\/figure>\n\n<p>A search field allows you to refine the list of ranking rules.<br\/>The document search is started as soon as a classification rule is selected.<\/p>\n\n<h2 class=\"wp-block-heading\" id=\"dossier\">Folder<\/h2>\n\n<p>By default, the search is carried out on the entire tree structure of your EDM.<br\/>You can limit the scope of the search to a specific folder using the <strong><em>Folder<\/em><\/strong> criteria.<\/p>\n\n<p>This criterion asks you to choose a home folder in the tree:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/image-7-translated.png\" alt=\"\" class=\"wp-image-28560\"\/><\/figure>\n\n<p>The search is started when you click the <strong>Validate<\/strong> button.<br\/>The search is carried out on the entire tree structure from the chosen folder.<\/p>\n\n<h2 class=\"wp-block-heading\" id=\"type\">Type<\/h2>\n\n<p>The <strong><em>Type<\/em><\/strong> criterion allows you to refine the type of items returned by the search:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/186CAA03-9A8C-4C7D-BCE9-7B1966A97CB2-translated.png\" alt=\"\" class=\"wp-image-28574\"\/><\/figure>\n\n<p>Example:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>To view only folders, choose the &#8220;Folder&#8221; item.<\/li>\n\n\n\n<li>To hide only folders, choose &#8220;Pdf&#8221;, &#8220;Office&#8221;, &#8220;Image&#8221;, &#8220;Audio&#8221; and &#8220;Other&#8221;.<\/li>\n<\/ul>\n\n<p>The search is started automatically moments after your last item selection in this list.<\/p>\n\n<h2 class=\"wp-block-heading\" id=\"date-de-creation\">Creation date<\/h2>\n\n<p>The <strong><em>Created Date<\/em><\/strong> criterion allows you to filter returned documents and folders by their creation date.<br\/>Saving the criteria configuration and refreshing the search is done when you click <strong>Update<\/strong>.<br\/><br\/>Two modes of use are possible:<\/p>\n\n<p><strong><span style=\"text-decoration: underline;\">During the following years<\/span><\/strong> :<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/270457D4-1046-479A-A092-D92754687E88-translated.png\" alt=\"\" class=\"wp-image-28587\"\/><\/figure>\n\n<p>In this mode, you can choose a duration (in days, weeks, months, or years) from now on, which will be recalculated by the system as a date.<br\/>For example:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><em>Over 1 day<\/em> : Returns all items created in the last 24 hours.<\/li>\n\n\n\n<li><em>Over 2 weeks<\/em> : Returns all items created in the last 14 days.<\/li>\n<\/ul>\n\n<p><strong><span style=\"text-decoration: underline;\">Between<\/span><\/strong> :<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/5EE25F6D-F6A4-4BCA-BCDD-5CB51E0E19F3-translated.png\" alt=\"\" class=\"wp-image-28590\"\/><\/figure>\n\n<p>In this mode, you can specify a date range.<br\/>Either or both fields can be entered.<br\/>For example:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><em>&#8220;From&#8221; = 12\/08\/2025 and &#8220;To&#8221; = 12\/13\/2025<\/em> : Returns all items created between December 8 (inclusive) and December 13, 2025 (inclusive).<\/li>\n\n\n\n<li><em>&#8220;From&#8221; = 12\/8\/2025 and &#8220;To&#8221; = Blank<\/em> : Returns all items created on or after December 8, 2025.<\/li>\n\n\n\n<li><em>&#8220;From&#8221; = blank and &#8220;To&#8221; = 12\/13\/2025<\/em> : Returns all items created on or before December 13, 2025.<\/li>\n<\/ul>\n\n<h2 class=\"wp-block-heading\" id=\"date-de-modification\">Date modified<\/h2>\n\n<p>The Date <strong><em>Modified<\/em><\/strong> criterion allows you to filter documents and records returned by their last modified date.<\/p>\n\n<p>It works in the same way as the <strong><em>Creation Date<\/em><\/strong> criterion (see above).<\/p>\n\n<h2 class=\"wp-block-heading\" id=\"createur\">Creator<\/h2>\n\n<p>The <strong><em>Creator<\/em><\/strong> criterion allows you to filter documents and folders based on the users who created them.<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/image-11-translated.png\" alt=\"\" class=\"wp-image-28599\"\/><\/figure>\n\n<p>Initially, the criterion only returns <span style=\"text-decoration: underline;\">the first 50 users<\/span> of your EDM.<br\/>A search box allows you to narrow down this list by searching for other users.<\/p>\n\n<p>The search is started automatically moments after your last user selection from this list.<\/p>\n\n<h2 class=\"wp-block-heading\" id=\"en-favori\">Favourite<\/h2>\n\n<p>The <strong><em>Favorited<\/em><\/strong> criterion allows you to view only documents and folders that are, or are not, present in your favorites.<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/9E8FA998-4098-44F9-96EA-AD971637F89B-translated.png\" alt=\"\" class=\"wp-image-28604\"\/><\/figure>\n\n<p>The search is started automatically as soon as you choose one of the two values.<\/p>\n\n<h2 class=\"wp-block-heading\" id=\"est-commente\">Is commented<\/h2>\n\n<p>The <strong><em>Commented Is<\/em><\/strong> criterion allows you to view only documents and folders that have <span style=\"text-decoration: underline;\">at least one comment<\/span>, or that have <span style=\"text-decoration: underline;\">no<\/span> comment.<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/9B73B1ED-D5ED-4AE6-8F57-C3CBC3893804-translated.png\" alt=\"\" class=\"wp-image-28622\"\/><\/figure>\n\n<p>The search is started automatically as soon as you choose one of the two values.<\/p>\n\n<p><strong><span style=\"text-decoration: underline;\">Note<\/span><\/strong> : A document or folder can be commented on even if the comment icon does not appear on the item. This is especially the case if you don&#8217;t have permission to view comments on that item. <\/p>\n\n<h2 class=\"wp-block-heading\" id=\"est-partage\">Is shared<\/h2>\n\n<p>The <strong><em>Is Shared<\/em><\/strong> criterion allows you to view only documents and folders that have an active share or at least one share in their sharing history.<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/88DAAA00-2EBB-4644-B73E-FA1FCBA63E04-translated.png\" alt=\"\" class=\"wp-image-28625\"\/><\/figure>\n\n<p>The search is started automatically as soon as you choose one of the two values.<\/p>\n\n<h2 class=\"wp-block-heading\" id=\"possede-des-liaisons\">Has connections<\/h2>\n\n<p>The <strong><em>Has Bindings<\/em><\/strong> criterion allows you to view only documents and folders that have <span style=\"text-decoration: underline;\">at least one linked document<\/span>, or that have <span style=\"text-decoration: underline;\">no<\/span> linked documents.<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/2C2A8116-BA12-4BED-A30B-D8E870E1681B-translated.png\" alt=\"\" class=\"wp-image-28629\"\/><\/figure>\n\n<p>The search is started automatically as soon as you choose one of the two values.<\/p>\n\n<h2 class=\"wp-block-heading\" id=\"workflow\">Workflow<\/h2>\n\n<p>The <strong>Workflow<\/strong> criterion allows you to display only documents that have passed through the specified workflow.<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/image-14-translated.png\" alt=\"\" class=\"wp-image-28643\"\/><\/figure>\n\n<p>A search field allows you to refine the list of workflows.<br\/>Document search is started as soon as a workflow is selected.<\/p>\n\n<p>By default, a document will appear in the results as soon as it has moved through the workflow, regardless of its final status in that workflow. This behavior can be refined using the <strong>States criterion in the workflow<\/strong> (see below). <\/p>\n\n<h2 class=\"wp-block-heading\" id=\"etats-dans-le-workflow\">Workflow states<\/h2>\n\n<p>The <strong>States in Workflow<\/strong> criterion allows you to display only documents that have the selected state(s) as the final state in a workflow:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/C0BE8B36-E766-41EB-BB8C-4161A0CBD632-translated.png\" alt=\"\" class=\"wp-image-28647\"\/><\/figure>\n\n<p>For example, <em>In Progress<\/em> will display documents that are currently being processed in a workflow.<\/p>\n\n<p>The search is started automatically moments after your last item selection in this list.<\/p>\n\n<h2 class=\"wp-block-heading\" id=\"criteres-de-metadonnees\">Metadata criteria<\/h2>\n\n<p>When you have selected a ranking rule in the <strong><em>Ranking Rule<\/em><\/strong> criteria, the criteria for the metadata associated with that rule become available in the <strong><em>More Criteria<\/em><\/strong> list.<\/p>\n\n<p>The behavior of these criteria depends on the type of metadata associated with it.<\/p>\n\n<h3 class=\"wp-block-heading\">Date metadata criteria<\/h3>\n\n<p>As with the <strong><em>Creation Date<\/em><\/strong> and <strong><em>Modified Date<\/em><\/strong> criteria (see corresponding sections above), <strong><em>the Date<\/em><\/strong> metadata has a criterion associated with the <em>During<\/em> and <em>Between<\/em> modes:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/1AA07F37-15E7-4958-A5FD-E81C41C3B8CC-translated.png\" alt=\"\" class=\"wp-image-28651\"\/><\/figure>\n\n<p>A third mode, <em>Blank<\/em>, allows you to view documents that have this metadata either left blank or blank.<\/p>\n\n<h3 class=\"wp-block-heading\">Numerical metadata criterion<\/h3>\n\n<p><strong><em>Integer<\/em><\/strong> or <strong><em>Decimal<\/em><\/strong> metadata has an associated criterion to search for the value of the metadata.<br\/>Saving the criteria configuration and refreshing the search is done when you click <strong>Update<\/strong>.<br\/><br\/>Three modes of use are possible:<\/p>\n\n<p><strong><span style=\"text-decoration: underline;\">Comparison<\/span><\/strong> :<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/F5DFA137-A414-45FC-96AF-CBC303536D45-translated.png\" alt=\"\" class=\"wp-image-28654\"\/><\/figure>\n\n<p>In this mode, you can choose a comparison operator and then enter a numeric value.<br\/>For example:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>&gt;= 300: Returns all documents with a value of 300 or more in this metadata.<\/li>\n\n\n\n<li>!= 1000: returns all documents whose value of this metadata is other than 1000.<\/li>\n<\/ul>\n\n<p><strong><span style=\"text-decoration: underline;\">Between<\/span><\/strong> :<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/6ADAEC02-4875-4965-91A8-F3B19924691A-translated.png\" alt=\"\" class=\"wp-image-28663\"\/><\/figure>\n\n<p>In this mode, you can specify a range of (inclusive) numbers.<br\/>Either or both fields can be entered.<br\/>For example:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><em>&#8220;From&#8221; = 250 and &#8220;To&#8221; = 400<\/em> : Returns all items with a value in this metadata between 250 and 400.<\/li>\n\n\n\n<li><em>&#8220;From&#8221; = 250 and &#8220;To&#8221; = empty<\/em> : Returns all items with a value of 250 or more in this metadata.<\/li>\n\n\n\n<li><em>&#8220;From&#8221; = empty and &#8220;To&#8221; = 400<\/em> : Returns all items with a value of 400 or less in this metadata.<\/li>\n<\/ul>\n\n<p><strong><span style=\"text-decoration: underline;\">Empty<\/span><\/strong> :<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/BC4D2573-09D0-4176-8769-358C476A72F7-translated.png\" alt=\"\" class=\"wp-image-28660\"\/><\/figure>\n\n<p>This mode allows you to view documents that have this metadata either left blank or blank.<\/p>\n\n<h3 class=\"wp-block-heading\">Metadata criteria of type users &amp; groups<\/h3>\n\n<p><strong><em>Users &amp; Groups<\/em><\/strong> metadata has an associated criterion that can be used to search for the value of the metadata:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/image-15-translated.png\" alt=\"\" class=\"wp-image-28670\"\/><\/figure>\n\n<p>Initially, the criterion returns <span style=\"text-decoration: underline;\">only the first 50<\/span> items in alphabetical order (users and groups combined) of your DMS.<br\/>A search box allows you to narrow down this list by searching for additional users and groups.<\/p>\n\n<p>Selected users and groups appear checked at the top of this list and can be unchecked to be deselected.<\/p>\n\n<p>The search is started automatically moments after your last item selection in this list.<\/p>\n\n<p>Two modes are available for this type of criterion:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong><span style=\"text-decoration: underline;\">Contains<\/span><\/strong> : Returns all items whose value in this metadata contains at least one of the selected values.<\/li>\n\n\n\n<li><strong><span style=\"text-decoration: underline;\">Does Not Contain<\/span><\/strong> : Returns all items whose value in this metadata does not contain any of the selected values.<\/li>\n<\/ul>\n\n<p>You can also select the &#8220;Empty&#8221; value at the top of the list, to view documents that have this metadata either left blank or blank.<\/p>\n\n<h3 class=\"wp-block-heading\">List &amp; Sublist Metadata Criteria<\/h3>\n\n<p>Metadata of type <strong><em>List<\/em><\/strong> or <strong><em>Sublist<\/em><\/strong> has an associated criterion to search for the value of the metadata:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/image-16-translated.png\" alt=\"\" class=\"wp-image-28674\"\/><\/figure>\n\n<p>When you add a Sublist criteria, if the parent list is not already present as a criterion on the search screen, it is automatically added.<br\/>Conversely, if you remove the parent list criterion, all associated sublist criteria will also be removed from the screen.<\/p>\n\n<p>For the Sublist criteria, you must have selected one or more values from the parent list. Otherwise, the criterion tells you which parent criterion to fill in: <\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/9A98E19F-EEDE-4D26-809F-4670DE6537F2-translated.png\" alt=\"\" class=\"wp-image-28680\"\/><\/figure>\n\n<p>Note that if multiple values are entered in the parent criterion, the Sublist criterion will combine all sublists associated with those values into a single list.<\/p>\n\n<p>A search box allows you to narrow down the list by searching for values.<\/p>\n\n<p>Selected values appear checked at the top of this list and can be unchecked to be deselected.<\/p>\n\n<p>The search is started automatically moments after your last item selection in this list.<\/p>\n\n<p>Two modes are available for this type of criterion:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong><span style=\"text-decoration: underline;\">Contains<\/span><\/strong> : Returns all items whose value in this metadata contains at least one of the selected values.<\/li>\n\n\n\n<li><strong><span style=\"text-decoration: underline;\">Does Not Contain<\/span><\/strong> : Returns all items whose value in this metadata does not contain any of the selected values.<\/li>\n<\/ul>\n\n<p>You can also select the &#8220;Empty&#8221; value at the top of the list, to view documents that have this metadata either left blank or blank.<\/p>\n\n<h3 class=\"wp-block-heading\">Text Metadata Criteria &amp; Autoincrement<\/h3>\n\n<p><strong><em>Text<\/em><\/strong> or <strong><em>Autoincrement<\/em><\/strong> metadata has an associated criterion that can be used to search for the value of the metadata:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/94013BD5-7023-424B-BEF0-199899D742EF-translated.png\" alt=\"\" class=\"wp-image-28689\"\/><\/figure>\n\n<p>This criterion allows you to search for text values in this metadata.<br\/>Saving the criteria configuration and refreshing the search is done when you click <strong>Update<\/strong>.<\/p>\n\n<p>Three modes are available for this type of criterion:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong><span style=\"text-decoration: underline;\">Contains<\/span><\/strong> : Returns all items whose value in this metadata contains at least one of the values entered.<\/li>\n\n\n\n<li><strong><span style=\"text-decoration: underline;\">Does Not Contain<\/span><\/strong> : Returns all items whose value in this metadata does not contain any of the values entered.<\/li>\n\n\n\n<li><strong><span style=\"text-decoration: underline;\">Is Empty<\/span><\/strong> : Returns all items for which this metadata has not been populated or has been left blank. In this mode, it is not possible to enter values. <\/li>\n<\/ul>\n\n<p>By default, the values entered are searched as an &#8220;integer term&#8221;. You can use <strong>the *<\/strong> characters to search for partial terms.<br\/>For example: <\/p>\n\n<ul class=\"wp-block-list\">\n<li><em><span style=\"text-decoration: underline;\">xvc4557837<\/span><\/em>: Returns all items whose value in this metadata is exactly <em>xvc4557837.<\/em><\/li>\n\n\n\n<li><em><span style=\"text-decoration: underline;\">xvc455*<\/span><\/em> : Returns all items whose value in this metadata begins with the term <em>xvc455<\/em>.<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\">Boolean metadata criterion<\/h3>\n\n<p><strong><em>Boolean<\/em><\/strong> metadata has an associated criterion to search for the value of the metadata:<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/B32C3485-D0FA-4F87-9242-D0BC1C15E449-translated.png\" alt=\"\" class=\"wp-image-28698\"\/><\/figure>\n\n<p>The search is started automatically moments after your last item selection in this list.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Summary How the criteria work The search functionality allows you to refine your results with a wide choice of criteria.The criteria are displayed in the form of dots that you can configure. A grey dot corresponds to a criterion present on the screen, but not active: A badge in the colors of the application corresponds [&hellip;]<\/p>\n","protected":false},"author":93,"featured_media":0,"parent":29034,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-29102","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/29102","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/93"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=29102"}],"version-history":[{"count":3,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/29102\/revisions"}],"predecessor-version":[{"id":38822,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/29102\/revisions\/38822"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/29034"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=29102"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}