Limiting which assets can be seen in search results

A library can create a search limit based on the folder path in the asset tree. The search limit can then be applied to a profile, a room, or to searches to restrict the assets that are included in the search results.

To limit a profile to specific assets

1. Log in to the Admin console.

2. Add the Asset Path search field to the SD_ASSET source.

   1. Choose Search Configuration from the navigation pane.
   2. Choose Discovery Search Sources.
   3. Choose the Edit option for the SD_ASSET search source. The Edit Discovery Search Source page opens.
   4. In Search Fields, make sure the Asset Path field is in the Selected list.
   5. Choose OK.

3. Add the Asset Path search field to the Assets search result display.

   Important: Including the Asset Path field in the search source will slow down the extraction of assets.

   Note: You must include the Asset Path search field in the Search Results display or the search limit won't work. If you prefer to not display the Asset Path in the results, you can create a widget that uses Asset Path search field but has no other function.

   1. Choose Displays in the navigation pane.
   2. Choose Search Result Displays.
   3. Choose the Edit option for the ASSET_DEFAULT search result display. The Edit Search Result Display page opens.
   4. Choose Next.
   5. In the Search Fields, move Asset Path to the Selected box.
   6. Choose Finish.

4. Create the search limit.

   1. Choose Search Limits in the navigation pane.
   2. Choose Add Search Limit.
   3. From the Field drop-down list, choose Asset Path.

   4. From the Operator drop-down list, choose how you want to match the asset path.

      Note: The search limit restricts the search according to the operator and how it matches the folder path. For example, when you use "Contains", the limit restricts the search to the folder in the path along with any folders below it in hierarchy. If you enter a path or folder that matches a different path or folder in the asset tree, those assets could also be included in the search results. When you use "=" The search is restricted to only the folder specified.

   5. In the Value field, type the path to the folder you want to include.

      Start with the Root folder and separate each child folder from its parent with a slash ( "/" ), such as "Root/Folder 1/Folder 2/Folder 3".

      Note: The folder path is not case-sensitive.

      Note: Linked assets have multiple Asset Path values and can be found at any of those paths.

   6. Choose Build Operand.
   7. If you want to include other folder paths in the limit, or restrict the path with another search field, create another operand, then combine it with the original operand in the Expression Builder.
   8. Type an Entry Code and Name for the search limit.
   9. For the Evaluation Type, choose Exclusive.
   10. In Expression, select the operand or expression you created for the search limit.
   11. Choose OK.
   12. Refresh the cache.

5. Make the limit available to the appropriate profiles.

   1. From Search Limits, choose Assign Limits to Profiles for the search limit you created.
   2. Move any of the profiles where you don't want the search limit to be accessible from the Selected list to the Available list.
   3. Choose OK.

6. Apply the search limit to the Search Limit menu or to the profile.

   Note: The Asset Path search field cannot be used as a facet.

   1. Choose Profiles in the navigation pane.
   2. From the Configuration menu for the profile, choose Configure Search Limits.
   3. Make sure the search limit is in the Selected list, then choose Next.
   4. If you want the search limit applied to all searches, move it to the Enforced list, otherwise the limit will be listed in the Search Limit menu on the Search bar.
   5. Choose Next.
   6. Choose the search limit options you want for the profile (for more information, see Fields: Choose Search Limit Options for a Profile), then choose Finish.

7. Run the asset extractor.

   1. Choose Scheduled Tasks in the navigation pane.
   2. Choose System Tasks.

   3. Choose Run Task for the SD_ASSET_EXTRACTOR. The asset extractor runs, which launches the SD_ASSET_IMPORT and SD_ASSET_INDEX in turn.

      When the SD_ASSET_INDEX has completed, the asset limit should be available in the profile.

Related topics 

Fields: Add/Edit Discovery Search Sources

Fields: Search Result Displays

Fields: Search Limits

Fields: Add/Edit Search Limit

Fields: Select Profiles

Fields: Choose Search Limit Options for a Profile

Fields: System Tasks