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Asset Security Meets Streamlined Workflow
One of the most powerful features of Enterprise, Live
Filtering, greatly enhances asset security at the very same
time it reduces workspace clutter—really.
Live Filtering
To an end user, Live Filtering is like
a personal assistant who keeps the work area free from clutter
that has nothing to do with the projects in development that
moment.
To an administrator, Live Filtering
is like a gatekeeper who dutifully checks user credentials
before permitting access to certain asset records.
While it works like invisible magic,
Live Filtering is actually very easy to understand and configure.
Live Filtering applies a predefined search query on top of
the results of every search a user performs—in real
time—regardless of the search tool used.
When used as the basis for
a Live Filter, a standard search query can ensure that only
the asset records you want to be seen and accessed are made
available. This query will limit all search results found
to only those approved that are in either PDF or PowerPoint
format.
Say you have a Sales role defined in
Cumulus Enterprise. You want your sales team to have access
to your asset collection, but not the entire collection.
You want them to be able to get the PDF and PowerPoint documents
they need, but you need to make sure they have access to only
the ones that have been approved for distribution.
Without Live Filtering, your options
would be "hiding" certain files, or trying to get
the sales team to understand which documents are off limits.
Neither option is likely to work.
Assigning a search query as
a Live Filter is as easy as selecting the query from a menu.
You can optionally load queries from disc too.
Live Filtering can handle this otherwise
complex task, with little more than 2 minutes of configuration
time on your part. Here's how:
The first step is to define and save
a search query. The query shown here searches for all files
of the types "Portable Document Format" (PDF) or
MS PowerPoint Presentation, whose "Distribution Status"
field is set to "Approved." (You can see how drop-down
menus make this process even easier.)
When used as a standard search query,
the results would be what you'd expect: all files in the catalog
that fit these conditions would be found. But when applied
as a Live Filter, this query "filters" the asset
records that would ordinarily be found.
Consider the following search:
- Find asset records modified yesterday
with the keyword "Enterprise"
Without Live Filtering, this query
would return all records modified yesterday, that include
the keyword "Enterprise," regardless of file format,
or distribution status.
Now consider the results of that same
query with our Live Filter applied to the results: It would
return only those records modified yesterday that include
the keyword "Enterprise" that are of the file formats
PDF or PPT, and that have been approved for distribution.
That's the power of Live Filtering.
And turning a saved search query into a Live Filter is as
easy as going into the Properties settings for a role and
selecting the query you want to use as the Live Filter. Live
Filtering begins immediately.
A different Live Filter can be applied
to each group, so the control and security made possible by
this powerful feature is significant and extremely useful.
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