officeGATE Manual – version Orion

  1. Introduction to officeGATE
    1. Key features
    2. Software requirements
  2. Getting started
    1. Single installation of officeGATE
    2. Installation of officeGATE in a distributed company environment using Group Policy
    3. XML distribution with GPO in distributed company environment
  3. Launching officeGATE
    1. officeGATE pane’s overview
  4. Connection Settings
    1. Enabling/ disabling providers
    2. Connecting to providers
      1. Connecting to contentACCESS
      2. Connecting to third -party DMS providers (Datengut, Perceptive)
      3. Connecting to SharePoint site(s)
      4. Connecting to Dropbox
      5. Connecting to OneDrive
  5. General officeGATE settings
  6. Offline file access settings
    1. Enabling offline file access
    2. Selecting items for offline access
    3. Updating the offline items based on the online changes
    4. Disabling offline access
    5. Interrupted manual and automated synchronizations
  7. License key activation
  8. Handling with documents using officeGATE
    1. Setting favorites
    2. View selection: Tree view, List view, Collapse all
    3. Searching in officeGATE
      1. Search query language
    4. Working with nodes and files using the context menu
      1. Open contentACCESS Portal
      2. Online opening and editing of files directly from officeGATE
      3. Sending files as attachments
      4. Sending ZIP file
      5. Saving document(s) locally
      6. Copying/pasting document(s)
      7. Deleting document(s)
      8. Renaming document(s)
      9. Creating folder(s)
      10. Uploading new file(s)
      11. Folder refresh/provider refresh
      12. Sharing files and folders directly from MS Outlook
        1. Sharing with contentACCESS version 4.2 or older
        2. Sharing with contentACCESS version newer than 4.2
        3. Modifying sharing settings and checking sharing status
    5. Drag&Drop actions
      1. Attaching files to email message
      2. Uploading emails/attachments directly from the mailbox
      3. Manual email archiving using contentACCESS
    6. Handling emails – archive, restore, search
    7. SharePoint data handling
      1. Outlook calendar entry creation
    8. Teams data handling
  9. Troubleshooting

8.3.Searching in officeGATE

By using the search filter the user may quickly find the document what he is looking for. Searching among files stored in the respective officeGATE providers is provider specific. This means, that officeGATE search uses the search engine(s) of the respective provider. Search button is located in the header part of the officeGATE pane.

It is possible to search

a) In all available (available=connected) providers ⇒ in this case select the “All providers” from the “Location” dropdown list, specify the keyword and click “Search“. 3 columns will be listed as a result; a column with icons, a column containing the name of the documents and the last column containing the respective provider (in case of contentACCESS the model name is also visible).

b) In one of the connected providers ⇒ in this case select the desired provider from the “Location” dropdown list, enter the demanded keyword and click “Search”.

c) In the selected node’s content (node=folder or library) ⇒ In this case locate the desired folder/library in the tree view and click on it. Then click on the magnifier mark in the pane to open the search page. The Location will be already preselected. Specify the keyword and click “Search”.

The following use case will demonstrate how to search for contentACCESS related documents in the “Documents” SharePoint library. Select the “Documents” library under the SharePoint node, and click on the magnifier mark ():

Specify the keyword that you are looking for (in our use case “contentaccess”) and click on Search:

11 documents have been found, of which title or text contains phrase “contentaccess”.

Searching on the local disks – indexing options

If the user selects My Computer from the Location dropdown list (i.e. he is searching for a document that is located on a local disk) the “Options” button appears on the search page. With clicking on this button the user may check the local disks that are already indexed.

Note: Only the documents located on the indexed local disks can be searched for.

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The following operations are available from the context menu of the searched items (from the search page):

    • Send as attachment*
    • Send as ZIP file*
    • Save document(s) locally*
    • Copy document(s)*
    • Open*
    • Open contentACCESS Portal*
    • Open parent directory: Click this menu item to open the parent directory of the selected file. This context menu item is available from the search page only.
    • Share*

*These features are described in details in chapter Working with nodes and files using the context menu of this guide.


Searching with Search suggestions
If the Search suggestions are enabled in System settings for the contentACCESS server officeGATE is connected to, system generate search suggestions. Search suggestions are possible search terms related to what you are looking for and are generated from the document contents, thus only those terms will be suggested, which are related to at least one of your documents.


Searching with Hit highlighting
If the Hit highlighting is enabled in System settings for the contentACCESS server officeGATE is connected to, the located words will be highlighted with yellow in the search results.

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