Adding search filters to an archive

About search filters

FotoWeb uses Index Manager to process searches. An archive in FotoWeb is connected to an index and, by default, the entire content of that index is displayed to users. However, you can apply two levels of search filtering to a FotoWeb archive: both on the archive level and on the user/group level in the access list.

This makes it possible to create several FotoWeb archives that, although they point to the same underlying index, display different content. And by applying a search filter to the access list, different groups of users who access a FotoWeb 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.

Note: 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, they will be able to access that asset even if an auto search may prevent them 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 the 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 select 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 select 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 browseable upload area in which each user only sees the assets that they uploaded?