Folder Page Overview: Search and Share the folders

Folder Search from the Search Page

After executing a search query, you can store your results in a specified folder, for future use. If your user account has saved folders, you can search those folders from the main query box, just as you can search the entire database.

Use the FOLDER search field to narrow down your search to one of your specific user folders or folder structures. To create your query quickly, use the lookup tool for this field. To open the lookup tool, click on the icon on the right, and start typing a folder name. Select the name you want to search for from the offered list.
Alternatively, use the FOLDER() alias to create a command line search. The folder search syntax does not require a colon (:). If your folder name contains spaces, put it in double-quotes ("") so the spaces will not be interpreted as "AND" in your query. Entering quotation marks ("") manually is the best way to ensure that they are not formatted or stylized (""). Formatted or stylized characters are interpreted as different characters in the search, and as a result, the query will fail. If your folder name consists of a single word without spaces, double quotes are not required.

Folder search is case-insensitive, e.g. FOLDER("Possible leads") and FOLDER("possible leads") both search in the folder "Possible leads".
Folder search example combined with a different search field: FOLDER("Projects 2021-11-01") AND TI:(titanium) : searches in the folder "Projects 2021-11-01" for all document titles (TI) containing the term "titanium"

Folder Structure Search from the Search Page

You can include folder structure in your command line query. See the image below as an example:

1. To search documents in the top-level folder "Projects 2021-11-01", use the following syntax: FOLDER("Projects 2021-11-01") .
2. To search documents in the top-level folder "Projects 2021-11-01" and all of its subfolders, use forward slashes in your query to enclose the top-level folder name, and add a wild card after the closing slash, e.g. FOLDER("/Projects 2021-11-01/*") . For correct search syntax, make sure the double quotes ("") enclose the whole command.
3. To search documents only in the subfolder "Selected documents" of the top-level folder "Projects 2021-11-01", use the following syntax: FOLDER("/Projects 2021-11-01/Selected documents") OR FOLDER("Selected documents") .
4. To search documents in all the subfolders of the top-level folder "Projects 2021-11-01", excluding the top-level folder itself, use the following syntax: FOLDER("/Projects 2021-11-01/*") .

Share Document Folder

Folders can be shared with other TotalPatent One® users. Users receiving a shared folder can review,
export, copy, and move the documents from the shared folder to another folder, but they cannot add/delete documents to/from the shared folder. In order to gain full control of the documents in a
received shared folder, copy all the documents from the shared folder to your own folder.

1. To share a folder, select the relevant folder.
2. Click on the Share folder button.
3. Enter a valid email address.
4. Click Add. Repeat this step for all users you want to share your folder with.
5. Review the information. If it is correct, click SHARE.

A shared folder is marked by the following folder icon:

Caution: This step is the only opportunity to revoke sharing a folder. Once the folder is shared, it appears as a new folder in the other user's folder list, until they manually delete the folder.

Tip: To revoke an already shared folder, copy all the documents in that folder to a new folder, and delete the shared folder. This way, the other user(s) no longer receive(s) updates when you add/delete documents to/from the shared folder.

Once you shared a folder, an email is sent to the recipient user containing a link to TotalPatent One®

The recipient user can use the link and log in to add the shared folder to their own folders page.