By adding search filters to an archive and/or an archive's access list you can fine-tune which assets are displayed in the archive, and which files individual users and groups have access to.
How search filters work
FotoWeb archives connect to a storage pool that is indexed in realtime. When setting up an archive from scratch, the entire content of the connected pool is displayed to users by default. However, you can apply two levels of search filtering on the archive: both on the archive level and on the user/group level in the access list.
This makes it possible to create several archives that, although they point to the same underlying storage pool, display different content. And by applying a search filter on the access list, different groups or users who access an archive can have access to different assets. It's even possible to combine archive and access list search filters.
Throughout the configuration, these search filters are referred to as Auto Searches.
The auto search filter does not allow access control on individual assets (permalinks). In other words, auto search is not a security "function", but rather a search and browse filter to show users certain parts of an archive. As a consequence, if a user has obtained a permalink to an asset, he will be able to access that asset even if an auto search may prevent him from seeing it in the archive grid.
Applying an auto search to an archive
Open the Tools menu and choose Manage Archives. Then create a new archive or open the properties of an existing one.
On the General tab in the archive properties you find an Other section where you can fill in an Autosearch filter. This filter is applied for all users who access the archive, and subsequent searches will be performed within the scope of the original search filter.
Assign a search filter according to the search reference in this topic and click OK to store the settings. If you're unsure about the field number of a certain field, a reference to XMP field numbers can be found here.
Applying an auto search to an access list
Go to the Access list tab in the properties and select the user or group you'd like to assign an auto search to. Then assign a search filter according to the search reference in this topic and click OK to store the settings.
This way, every time the user or group in question accesses the archive, FotoWeb will deliver only the files resulting from this auto search, and subsequent searches will be performed within the scope of the original search filter.
Learn more about how the archive access list works and how this in turn affects how auto searches behave.
Tip: Did you know that you can use auto searches to set up a browsable upload area in which each user only sees the assets that he uploaded? Learn how!
Need help with the search syntax?
Learn more about the syntax used to create auto searches in archives and access lists:
If you're already familiar with the search syntax you can find field code references here: