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Documentation & User Guides | FotoWare

Controlling which files to index by creating filters

How to add a file name pattern filter to an index to control the content that is included.

How index filtering works

By default Index Manager will try to include all files in a document folder that is attached to an index. However, you can use a file name or search filter to control precisely which files are included or excluded from the index.

There are two types of filtering available that you can use. File name filters are used to include or exclude certain files based on their filename and/or extension, while Search filters are used to process metadata while the index is being built. While search filters are more powerful in letting you fine-tune precisely the content you want to include in an index, an index with a search filter also takes slightly longer to build because of the extra search processing.


After creating filters, it is necessary to restart the Index Manager service and rebuild any existing indexes to incorporate the changes.

Defining a file filter

IM file name filters.png

You can choose to either include or exclude files based on the specified criteria, but you cannot make a combination query of include and exclude conditions.

Choose Include matching files or Exclude matching files using the radio buttons at the top, then use the dropdown lists to choose the criteria and the Criteria field to fill in the parts of the file name the filter has to match.

File filter tip: When creating a file filter to exclude certain folders from indexing, use the "Full path contains" option and simply fill in the individual folder names that should be excluded. A second option is to add a tilde to the name of folders that should be ignored.

Defining a search filter

Index search filter

A search filter can replace an autosearch archive in FotoStation or FotoWeb. Search filtering is more effective than an autosearch when the number of files in the index is large (10.000 – 20.000 files or more) since it implies that the client will not perform a search every time it accesses the archive. However, when specifying a search filter the index will take longer to build since Index Manager has to extract metadata and match it with the specified criteria for every single file in the archive during index buildup.

To set your search criteria, start by selecting a metadata field in the dropdown list, choose whether the field ContainsDoes not containIs empty or Is not empty and specify an additional string if applicable. You can add additional search criteria by clicking on the Add new filter link.

Important search filter limitations 

Search filters are applied before files are indexed; hence there are some limitations to the types of operators that can be used to create search filters:

Allowed operators when using search filters:

  • * wildcard
  • AND, OR, NOT operators
  • Field xxx Contains yyy

Any other special operator will not work with Index Manager search filters. To use date range searches and and other advanced operators, we recommend setting up auto search in archives on the client side.


It's also possible to prevent indexing of individual folders within a document folder. Learn how!