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Documentation & User Guides | FotoWare

Searching in Index Manager archives

With FotoStation connected to Index Manager, you can perform very advanced searches. Learn what options are available!

Note: FotoStation search syntax is very different from that of FotoWeb. If it's FotoWeb you're after, start with the Searching for assets topic in the FotoWeb guide. The API and taxonomy search syntax topic may also prove useful.

Extra search functionality with Index Manager

When creating custom search strings in a FotoWare client application or using the Archive Agent, you can also insert logical operators directly into the search field. By doing this, you are able to achieve more control over the search and make the search more specific. Make sure that you choose where the search should be performed (in all metadata fields, or in a specific field) when you enter the advanced search directly in the search text field.

Tip: If you have not already configured an archive that connects to an Index Manager index, you should read up on that topic first.

Basic searching

When delivering a basic search to Index Manager without a field specification, the search is performed across all fields in the Metadata configuration. A basic search in Index Manager could for example look like this:


Summer holiday 2010

Index Manager interprets this as a string that has to appear in the files' metadata exactly as is. On the Index Manager Status screen in the Operations Center you will see the search string as (summer holiday 2010).

Hence, it may be more practical to search for files where all those words occur, but not necessarily in that exact order. So you may want to rephrase your search and add logical operators to your search string:


summer AND holiday AND 2010

This will search for files where all the three words occur, but not necessarily as a continuous string.

Logical operators

Below is a list of logical operators and examples that illustrate how they are used in building the search string.


The logical operators that can be used are:


 (apples AND pears)

Both apples and pears must be present in the text



(apples OR pears)

Either one of the two words apples and pears must be present in the text.



(apples AND NOT pears)

The word apples and not the word pears must be present in the text.



The syntax when using the “near” operator is w/# where # is a number describing how far apart the two words can be.

(apples w/7 pears)

The words apples and pears must both appear in the text. In addition, apples and pears can not be more than 7 words apart.



This operator must be used alone in a text field. Use this option if you would like to find files where one specific metadata field or all metadata fields are empty. You can also combine this option with other searches.

A note about the xnoword operator:
The xnoword option must be used in correspondence with how the Index Manager archive is set up. You can only search for an empty field if Index Manager is set up to index this field as empty.

Avoiding ambiguous search strings

When you are performing advanced searches, make sure to insert parentheses if there is the slightest chance that the search is ambiguous. The search string apples AND pears OR orange juice is an example where it is not clear what you are searching for. Amongst others, you could be looking for "apples and pears" or "orange juice". Then you should write (apples AND pears) OR (orange juice), or you are looking for “apples” and “pears or orange” and “juice”. Then you should write apples AND (pears OR orange) AND juice.

Searching in a specific field

With a powerful search engine, it makes good sense being about to single out the field you want to search in. This is done by referring to the field's id according to its definition in the server's Metadata configuration.


Example: Byline / Photographer is field 80. To search for a name in that field, the syntax would be:

(IPTC080 contains (John Smith))


Similarly, if you wanted to find files where the photographer's name is NOT John Smith, you would type the string as follows:

(IPTC080 contains (NOT John Smith))


It's also possible to combine searches across several fields:

(IPTC080 contains (John Smith)) AND (IPTC120 contains (snow AND winter))

This would find files with the name John Smith in the Byline field and where both the words snow and winter occur in the Caption field (no. 120).

Please note: Searches are not case sensitive

Using wildcards when searching

When you are searching, you can make use of some special characters that can help you find what you are looking for. These special characters are:

?  Matches any one character

Example: shoe? will match shoes, but not shoe.

* Matches any number (including zero) of characters

Example: shoe* will match shoe, shoes, shoestring, etc.

% Fuzzy search

Fuzzy searching will find a word even if it is misspelled. Using fuzzy searching to find misspelled words e.g. in the caption field may be quite useful.

Example: ba%nana will match words that start with ba and has at most one difference between it and the word banana. Searching for b%%anana will match words that start with b and have at most two differences between it and the word banana.

# Phonetic search

 Phonic searching looks for a word that sounds like the search word and begins with the same letter. Please note that phonic searching is slower than a regular search and tends to produce quite a high number of search hits, so it is usually a good idea to make selective use of the phonic search option.

Insert the character # in front of the word that you would like to search for phonetically.

Example: #Smith will match Smith, Smithe and Smythe

~ Word stemming

With word stemming enabled, Index Manager searches for morphological varieties of words, for example different verb tenses or noun plurals. Stemming lists are stored on the Index Manager server.

Insert the character ~ after the word that you would like stemming to work for.

Example: apply~ will match applying, applies and applied

| Synonym search

By setting up a thesaurus on the Index Manager server and enabling synonym searching in FotoStation, Index Manager will return hits containing synonyms to the specified search words.

Using a synonym search: Insert the pipe character (|) after the word that you would like to search for synonyms for.

Example: fast| will match quick, assuming that quick has been defined as a synonym for fast.

~~ Numeric range search

Example: (summer 2000~~2006) will return files that contain the phrase summer 2000, summer 2001 and so on up to summer 2006.

See the paragraphs below for examples of how to search for ranges in date fields, for example.

Using Numeric searches to search for specific dates

Assuming you want to create a search for yesterday's pictures in FotoStation, for example, your can create an autosearch on the archive with the following string:

(FQYFD contains (%%INSDATE-1))

This way, you can use + and - in combination with a number to add to or subtract from a numeric search.

Searching within a numeric range, such as a date range

Use double tilde characters (~~) in the search string to search within a range.

This can be used to search within a range of dates (either the date fields included in the standard XMP specification or custom made date fields) which are converted into the format YYYYMMDD.

For example, to search for files with a release date between Jan 1 2011 and Dec 31 2011, your search string would look like this:

(FQYRD contains (20110101~~20111231))

The FQYRD specifier is used to search in the Release date field. See the table below for more special field specifiers.



Additional dynamic content that can be inserted in queries

There are also other specifiers you can use to refer to special fields and to insert dynamic content in your search queries. Refer to the below articles for more information:

Advanced Search Example: Let’s say you know that you are searching for a picture from a holiday in 2005. You know the pictures are stored in “C:\my pictures\holiday pictures\summer 2005”. In this case, you could search for “summer 2005” in folder name or simply “2005” in full path – both searches would retrieve the picture in question.

Other Ways to Locate Files

On the left-hand side of the Quick Search field you find the icon for data mining which includes the Word list and the Calendar. Learn more about how to use these two functions in the Data Mining topic.