Searching in Ooyala Flex

Search can be an extremely useful tool in Ooyala Flex, as it can help you locate items you need to access quickly and easily. There are several different searches that can be run, including: Global Searches, Object Specific Searches, Advanced Searches, and Pre-populated Searches.

Ooyala Flex supports what is called "Structured Search". Structured search involves:

• Selecting values in search fields.

• Text search: where you can add wildcard terms to drill down in more detail.

Note: Ooyala Flex automatically indexes all information that belongs to Objects, such as comments, metadata, and even the contents of any attachments that have been attached to an Object such as PDFs, Word Documents, and Excel Workbooks.

Text searches enable you to search in a more natural way, by matching content in an unstructured fashion. Ooyala Flex provides a rich query language, so you have the ability to create your own queries that accurately find the information that is relevant to you. Text searches can be used in the Global Search, as well as the Dashboard specific searches (in the Search For field in the Advanced search screens). The Text search can also be used in combination with more structured search terms. Note: You may choose to combine field-based and text base searches. In the Asset Dashboard, Search for all Assets that are owned by Joe Blogs that have a Creation Date of 19/10/2015 and comprise text matching the fuzzy term roam~. Ooyala Flex uses an internal indexing engine to index a range of content belonging to an Object. These are: Name Keyframe Description Comments Keyframe Title Description Contents of Attachments -PDF, Word, etc. Metadata ID When carrying out a search, all of these fields and attachments are searched by default.

Global Search

The Global Search field is located in the top right corner of the Global Navigation. Global Search allows you to search for any keyword, phrase, or sentence in Ooyala Flex. This search field allows you to search across every Object Type in Ooyala Flex in one go. It is important to note that when search results are returned, you will only see Objects that you have permission to see.

Example: You could search for the word "video", and all Objects that include this word will be present in the search results.

Object Specific Searches

In Ooyala Flex, you can perform Object specific searches. A search field will be visible in your Toolbar and will only search Object Types relevant to the Dashboard you are in. For example, if you are in the Assets Dashboard, any query you generate will only search for Assets.

Note: If you perform an Asset search, the Asset Origin field will be automatically set to "all". This means that the Asset search you have performed, will automatically show you Assets that match your search criteria, regardless of their origin.

To change the origin of the Asset, follow these steps:

1) Expand the Asset Options section above the Asset search results.

2) Click the Asset Origin drop down, and select an Asset origin, such as: Clip, Copy, Import, Ingest, New, Proxy, Rendered Clip, Rendered Sequence, or Transcode.

3) The results will then filter down to only contain the origin category that you have selected. So if you have selected "Ingest", the results will only contain Assets that have an Ingest origin.

Pre-populated Searches

It is possible to navigate to an Advanced Search screen that has some fields pre-populated. This can happen if you click through from Dashboard Summary views, or via a Saved Search. In this case, all field sections will be collapsed, but a defaults modified message will be shown to indicate that fields have been selected.

Advanced Searches

An Advanced Search allows you to customise your search criteria, by selecting various fields such as Owner, Created Date and Modified date. You will see the advanced option below the search input field.

Carry out the following process to perform an Advanced Search:

1) Navigate to a dashboard, for example the Asset Dashboard.

2) On the Toolbar, click the Advanced link underneath the Search Bar.

3) Clicking on this field will take you to a search screen with a range of options. All advanced searches will offer "General Options".

You may also see other fields which relate to each specific Object Type. For example, when looking at the Advanced Search screen in the Assets Tab, you will also see Search options for File Format and other Asset-specific properties.

The other search options that are available to you are:

• General Options

• Metadata Options

• Asset Options

• Technical Options

General Options

General Options fields are available for searching across all Object Types. The fields available are as follows:

Created: This is the date that the Object was created.

Last Modified: This is the date that the Object was last modified.

Owner: This is the Owner of the Object.

Enabled: This indicated whether or not the Object is enabled or disabled.

Deleted: This shows you if the Object has been deleted.

Locked: This shows you if the Object has been locked. This only applies to Objects that support locking.

Approved: Whether the Object has been approved. This only applies to Objects that support approval.

Accounts: Search by Account and Sub-Account.

Workspaces: Search for Objects across Workspaces. (Populated with values once one or more Accounts are selected).

Variants: Search by Variant type (populated with values once one or more Accounts are selected).

You can further refine which text-based aspects of an Object you wish to search for. To do this you can simply select or deselect the appropriate check box options in the drop down, next to the Search For field in Advanced Search views. These check box options include Name, Description, ID, Attachments, and so on.

These terms can be used in any general search field such as a Global Search field, or a Dashboard-specific Search field. In addition it can be used in the Search For field in the Advanced search screens. A comprehensive list of text-terms is available in the Text Search section in the Appendix for this guide. It's worth familiarising yourself with these terms in order to get the most of the search features in Ooyala Flex.

Metadata Options

If there are Metadata Schema assigned to Variant types for a specific Object Type search, then you will be presented with a Metadata Options search section. If there is only one Schema available, then the Schema will be displayed within the drop-down. If there are more than one Schema, a drop-down list will be provided from where you can select the Schema to search by.


Lists of Objects such as Assets, Workflows, Tasks, and so on can be displayed in various forms in Ooyala Flex. Example views include:

Search List View

The Search List View is displayed when you perform a search for Objects in Ooyala Flex. You can see the search box above the results grid, with details such as ID, Original Filename, Title, Size, Duration, Media Type, and so on.

You can select which columns you wish to view by right-clicking on the table header columns, and selecting / de-selecting the required fields from the pop-up that appears. Your preferences are saved for future use. You can also drag and drop columns to change the order in which they are displayed.

Fixed List View

The Fixed List View displays a fixed list of items without search fields. An example of this is when you go to the Resources screen. You will see a list view of all items or Object Types that you have permission to see. Fixed List Views support field filtering and ordering at the top of the list. In order to change the order of the items in the list, simply click the arrow inside the header for that column.

If an Object type supports User creation and importing of Objects, you will see a New and Import option in the panel above the Fixed List.

Card View

Some list views can be toggled to show a Card View. The Card View displays a grid of items. For example, in the case of Assets, you can see a Picture, Technical Format Information, Duration, the Owner of the Asset, and the Modification Date. The Card View makes it easier to see the content of an Object, where it comprises an image or a video. You can toggle between the Search List View and Card View as shown in the screen shot below.

When an Asset supports a Proxy, rolling over the image will show a play button, which enables you to play a preview of the content in this view.

Results per Page

Within the Search List View, the Fixed List View, and the Card View, you can manage your results per page from 10 to 50 items.

Single Actions

Chevrons are used in the Search List View, the Fixed List View and the Card View, to allow the User to perform an Action on a single Object, without having to go into the details screen of the Object. It can be accessed by clicking on the Chevron on the far right hand side of an item in the Fixed List, Search List or Card view.

An example of where this can be applied, could be in the Job Results screen (Below).


• When selecting an Action, it may run immediately or a pop-up may appear if the Action you have selected relates to a background Job.

• The Actions that are available to you depend on the state of the Object you have selected, and also the permissions you have in relation to the Actions. For example if an Object is currently deleted, you will not see a Delete Action but you will see a Restore Action (assuming the Restore Action is enabled and visible to you).

Saving and Sharing a Search

You can set up saved searches in order to make it easier to execute frequently used queries. Once saved, searches can be shared with other Accounts, User Groups, and Workspaces. The Saved Search button can be found in all Dashboards, underneath the search filter options as well as in the Toolbar on the right hand side of the screen.

1) Specify the criteria for your search.

2) Click the Search button to initiate the search, or the Clear button, to clear the current search criteria, and start again.

3) Next, click the Save Search button.

4) In the Save Search dialog box, enter a name for your search.

5) Click Save.

6) Your newly created Saved Search will be visible and accessible from the Desktop screen.

7) If there are other shared searches that are available for use, you will see an eye icon. Click on it.

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