4. Searching the Analytics Repository
The repository is Analytics' internal storage for all reports, dashboards, analysis views, and related files. The repository is organized as a tree structure of folders containing resources, much like a file system. However, Analytics stores all objects and files in a private database that is otherwise inaccessible, except to administrators.
To access the repository, select View > Repository.
Figure 3.6. Analytics Repository View
The Repository page displays search results, as well as lists of reports and analysis views. It features:
Search controls - Find resources by searching for text in their names or descriptions.
Folder tree - Use to restrict search results to branches of the tree, or browse individual folder contents.
Filters for refining results - Provides a quick way to find resources based on other criteria, such as type or access time.
Bulk operation controls - For selecting and copying, cutting (moving), or deleting multiple resources at one time.
Search expression and sorting - Interactive status bar that shows search criteria, folders, filters, and sorting criteria.
List of resources - Resources in the repository that meet the search criteria, grouped by resource type when appropriate. Click or right-click a resource in the list to view it or see available actions.
Repository page controls allow you to refine or enlarge your set of results. Analytics remembers your settings so that your most commonly needed resources remain visible when you return to the page.
The following sections provide more information about:
Searching by name
Navigating the folder tree
Refining with filters
Changing the search expression
Interacting with the list of resources
Use the search field at the top of any Analytics page to begin a search. Search terms are not case sensitive. When you click the search icon, Analytics opens the repository page with the search term and displays the results.
Analytics matches the search term, even word fragments, anywhere it appears in the display name or description string of a results. Analytics does not match folder names or display folders in the results. If you enter multiple words, Analytics searches for resources that match all words, but not necessarily in order. Do not enter quotes around terms or any symbols between terms.
If you enter a search term and click Search on the Repository page, the search uses the current settings on the page. If you enter a search term and click the search icon at the top of any other page, the search uses the default settings:
Start at the top-most visible folder
Filter for visualization types only
Sort alphabetically by name
To refine the search, select a folder or filter. To cancel search by name, clear the search term in the field, and update the search results according to the remaining settings.
4.2. Navigating the Folder Tree
The folder tree shows the folders in the repository that you have permission to view. Use the icons to expand the tree and view all nested folders. Click a folder name to select it.
There are two ways to navigate the folder tree:
Search - When Include Subfolders is selected, selecting a folder searches the entire branch of the tree, starting with that folder. This mode is most useful in combination with other search settings, allowing you to search by name or by resource type across the entire repository or specific branch. By default, Include Subfolders is selected.
Browse - Clear the Include Subfolders selection to restrict the scope of any search to the resources directly contained in the selected folder. This mode mimics a file system browser, letting you explore folder by folder. This mode works best when you clear the search term and select All types so that the results are exactly the contents of the selected folder.
4.3. Refining with Filters
The filters below the folder tree let you refine your search using several other resource attributes. For example, these filters can help you find your most recently viewed reports. You can set each filter independently of the others.
The user filter has the following settings:
| Filter Setting||Description |
|Changed by anyone (default)||Does not take into account user access to the resource.|
|Changed by me||Selects only resources that have been last modified by the currently logged in user.|
|Viewed by me||Selects only resources that have been run and viewed by the currently logged in user. This filter applies not only to visualization types, but also to resources that are included in reports (such as images).|
The resource type filter has the following settings:
| Filter Setting||Description |
|All types||Does not take into account the resource type; as a result, every type is displayed.|
|Visualization types (default)||Default filter that includes reports, dashboards, and analysis views. These are the resources that can be viewed by anyone who has read access.|
|Reports||Displays only reports.|
|Report outputs||Displays only the output from reports that were scheduled or run in the background. Report output can be any of the supported export types (such as HTML or PDF).|
|Dashboards||Displays only dashboards.|
|Analysis views||Displays only analysis views.|
|Domains||Displays only domains.|
|Data sources||Displays only data sources.|
|Other types||Displays all types except reports, report output, dashboards, views, domains, and data sources. This includes input controls, data types, images, and other repository files.|
The access time filter has the following settings. All times are relative to your effective time zone:
| Filter Setting||Description |
|Any time (default)||Does not take into account the last modification time of a resource.|
|Today||Resources viewed or modified since the previous midnight.|
|Yesterday||Resources viewed or modified during the previous day ending at midnight.|
|Past week||Resources viewed or modified during the past 7 days, including today.|
|Past month||Resources viewed or modified during the past 30 days, including today.|
The scheduled report filter has the following settings:
| Filter Setting||Description |
|Any schedule (default)||Does not take into account the existence of scheduled jobs.|
|Scheduled||Only reports that have scheduled jobs.|
|Scheduled by me||Only reports that have jobs scheduled by the currently logged in user.|
|Not scheduled||Only reports that do not have scheduled jobs, and all other resource types.|
4.4. Changing the Search Expression
Above the list of resources, the search expression shows you all of the criteria that contribute to the search. It contains the following elements, always in this order from left to right:
The search term, if any, or the word All
The folder selected, if any
Any and all filter settings
The search expression provides a quick visual summary of the search criteria for the list of results that appear right below it. The search expression is also interactive, allowing you to easily remove some of the filters. It supports the following actions:
If there is more than one filter, clicking any of them removes all those to its right.
If there is a folder selected that is nested more than one level, then you can click any parent folder to select it instead.
You can click the search term or the word All to remove any folders to the right.
To remove the search term, click the X icon in the search field. The search expression then displays All.
After any of these actions, the search controls displayed on the left are refreshed, and the results are updated.
To the right of the search expression, the sort criteria lets you change the order of the results. Analytics supports the following sorting:
4.5. Interacting with the List of Resources
The list of resources is always the set of results determined by the current search criteria. Because search results can be quite large, the list of resources has two modes:
Multiple Types Condensed – When there are more than two types of resources listed, the number of resources of each type is limited to a certain number, by default 5. When there are more resources of that type, there is a link to see all of that type. You can quickly scroll through the condensed results and find the type of resource you want. Click the See all... link to display the results of that type.
Single Type Expanded – When there is a single type of resource in the results, either by circumstance, by clicking a See all... link, or because a single-type filter is selected, all resources are listed, with a scroll bar if necessary. If the list of results is still too long, enter or refine the search term, or select additional filters.
When you click See all... for a type that has a single-type filter, for example Domains, that filter is automatically applied. The filter display and the search expression refresh to reflect this. Use the search expression to remove the filter if necessary. When no filter exists for that type, for example input controls, the filter display and search expression are not updated. Use the type filter list of options to change the types displayed.
Once the resource or resources you want are displayed, you can interact with them in several ways:
Click the name of a report or dashboard to run and view it.
Right-click the name of a resource to access other operations on the context menu, for example Open in Designer... Items appear on the context menu according to your permissions.
Select the resource name or click anywhere in the row to select it. (Control-click anywhere in the rows to select multiple resources.) You can drag and drop selected items to move them or press Control while you drag and drop items to copy them. When you have multiple resources selected, you also can use the bulk operation buttons above the results list: Copy, Cut (move), or Delete. You must have the appropriate permissions on the selected items and the target folder to move, copy, or delete resources.
Two icons may appear between a report name and its selection box:
+ indicates that the report has saved options for is input controls. Click + to list the saved options below the report.
The clock icon indicates that the report has been scheduled to run or that it currently is running in the background. Click this icon to view the list of jobs scheduled for the report.