In the global view of DayliteDocs you'll find all your files, documents and links in Daylite. From here you can:
- Find files
- Filter files
- View objects linked to the files
- View a preview of the documents
- Open documents with available apps on your Mac
- Compare documents
- Compare two Word documents on a words-level (requires the use of Microsoft Office for Mac 2008 or higher)
- Every document stored in Daylite is always linked to a Daylite object (also called parent object). A PDF file for example could be linked to an email, a project, a company or a person's record.
- A search term must be at least 3 characters long
We're covering navigating the global view of DayliteDocs.
Navigating to the global view in DayliteDocs
To access the global view, go to the sidebar in Daylite and click on DayliteDocs.
Navigation within DayliteDocs
The DayliteDocs view is structured into these segments:
- Navigation bar with search and filter function and the corresponding settings
- A list overview of all files or documents that match the filter criteria
- A detail view of the parent objects of selected documents
- The preview of the selected file with an option to open or compare two documents
- A bottom bar with information about the amount of visible or selected objects
Searching for files
The global view shows you all your files in your Daylite database as a list.You can scroll this view and use the preview to inspect files or you can search and filter for documents.
Enter your search text into the search field in the navigation bar of DayliteDocs.
The search results are displayed as a table grouped after set criteria. Each grouping can show up to 5 items. You can review more results by clicking on "xyz more".
Please note: Search results depend on search criteria. Search is usually performed for the name of the file or the parent object (or their title or subject). With regards to placeholders/wildcards you can use "%" (arbitrary amount of characters) or "_" (one character). A free space is considered a placeholder for any symbol. For example "B%t" will find "Best" as well as "Boat".
Search Criteria Settings
To narrow down the search and speed the search up you can decide where the search is supposed to be performed. It's possible to search within these elements:
- names (file name)
- people (first, middle and last name, suffix and prefix)
- companies (company name)
- projects (project name)
- opportunities (opportunity name)
- tasks (task name)
- appointments (name of appointment)
- notes (name of note)
- emails (subject of email)
- file contents (see further down)
- contents of notes and emails (see further down)
Searching for "Max" would find all files with "Max" in the file name but also files directly linked to people called Max or whose name contains Max.
Note: When searching through the contents of notes and emails the overall search speed will be reduced strongly.
Search for file contents
The search for content in a document only works with machine readable PDF documents (text in the document can be annotate or copied). which need to be indexed by DayliteDocs. Documents added via Docs2Daylite are automatically indexed.
Make sure that in the search criteria popup menu you tick the box Content of files.
After having done a few searches you'll be able to click through your search history using the arrow keys in the navigation bar. A longer click on these arrows will expand a menu
Use filters to narrow down search results with criteria like file format or storage location of the document or open the search criteria popup menu.
As an example for filtering you can specify to only search files on your Mac of a specific type or to only fid files within a specific date range.
Filtering search results
You can filter further in the search results - just move the mouse cursor over a column (example: file format) and the pointer changes into a funnel-icon. Clicking will add the criteria to the search and display it in the navigation bar.
Detailed view and preview
After finding the files you were looking for using filters and search, you can have them displayed, jump to the parent object and even compare two documents with each other.
Linked Daylite objects
After selecting a document in list view, the linked Daylite object will be displayed in the detailed view. You can now review the Daylite object, edit it or open the object in a new window or tab to continue working with it there.
The preview area is displayed underneath the detail view and displays the selected file. If the file is a contact card (.vcf) it will allow you to work right on the contact card and trigger actions.
Underneath the preview area is a button to open the selected file. Files are opened by the application that is supposed to open these according to the operating system's settings. If you prefer to open the file with a different application, press the little arrow icon next to the button and select a program from the list.
If you select two documents at once you can review them one after another in the preview window. Using the compare button opens a comparison view of the two documents. if both files are Word documents they'll be opened in MS Word using the integrated comparison function showing changes on a word level.