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The search interface allows you to find database records and link them to documents in Alfresco Content Services. This guide explains how to use the search functionality effectively.

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Opening the Search Dialog

The search dialog opens when you click the Add button in the DataLink management dialog:
1

Open DataLink Dialog

Navigate to your document and open the Edit DataLink dialog from the toolbar, viewer, or context menu.
2

Select DataLink Type

Choose the appropriate tab for the type of database records you want to link.
3

Click Add Button

Click the Add button in the dialog footer to open the search interface.

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Understanding the Search Interface

The search dialog displays a title that varies based on the configured datalink type. The interface includes:

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Search Input Field

  • Placeholder text: “Search records”
  • Search icon: Appears when the field is empty
  • Clear icon: Appears when you’ve entered text, allowing you to quickly clear your search
  • Debounced search: The search executes automatically after you stop typing (200ms delay)
The search is debounced to reduce unnecessary API calls. Wait a moment after typing before the results appear.

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Initial State

When you first open the search dialog, you’ll see:
  • An empty search field
  • The message: “Type something to start searching”
  • No results are displayed until you enter a search term

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Search Results Table

After entering a search term, matching records appear in a data table:
  • Columns: Display fields from the database (configured by your administrator)
  • Multi-select: Check boxes to select one or more records
  • Loading indicator: A spinner appears while search results are being fetched
  • Empty results: If no matches are found, you’ll see “I sorry we didn’t found any result, try you change your query”
1

Enter Search Term

Type your search query in the search field. The search typically looks for matches across multiple fields in the database.
2

Review Results

Wait for the loading spinner to disappear and review the matching records in the table.
3

Select Records

Click the checkbox next to each record you want to link to your document. You can select multiple records.
4

Confirm Selection

Click the Add button in the dialog footer to link the selected records to your document.
You can link multiple database records to a single document in one operation. Select all relevant records before clicking Add.

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Search Features

The search interface uses a debounced input mechanism:
  1. Start typing your search term
  2. The system waits 200 milliseconds after you stop typing
  3. The search executes automatically
  4. Results appear in the table below
You don’t need to press Enter or click a search button. The search happens automatically as you type.
To start a new search:
  1. Click the X (clear) icon in the search field
  2. The search field empties
  3. Previous results are cleared
  4. Any selected records are deselected
  5. The initial “Type something to start searching” message reappears

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Search Parameters

The search behavior is configured by your administrator through the datalink connector settings:
  • Search field: Which database field is searched (configured per datalink type)
  • Maximum results: Default limit is 20 records per search
  • Authentication: Secure connection to the database backend

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Working with Search Results

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Selecting Records

  • Single selection: Click the checkbox for one record
  • Multiple selection: Click checkboxes for multiple records
  • Deselecting: Click a checked box to deselect that record
  • Add button state: The Add button is disabled until you select at least one record

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Understanding Record Data

The columns displayed in the search results show:
  • Database field values configured by your administrator
  • Data types may include text, numbers, dates, or other formats
  • Column labels indicate what each field represents
  • Some fields may be hidden based on configuration
The visible columns and their labels are configured by your administrator based on which database fields are most relevant for identifying records.

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Search Tips

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Effective Search Strategies

  1. Be specific: Use unique identifiers when possible (e.g., ID numbers, codes)
  2. Try variations: If you don’t find results, try alternative spellings or partial terms
  3. Check spelling: The search looks for exact or partial matches
  4. Use wildcards: Depending on configuration, partial terms may match multiple records

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Troubleshooting Search Issues

No results found:
  • Verify your search term spelling
  • Try a shorter or more general search term
  • Check that records exist in the database
  • Contact your administrator if you expect to see results
Search is slow:
  • The database may contain a large number of records
  • Network connectivity may affect response time
  • Contact your administrator if searches consistently time out
Cannot select records:
  • Ensure records are fully loaded (loading spinner has disappeared)
  • Try clearing your search and searching again
  • Refresh the dialog if the interface appears unresponsive
1

Verify Selection

Double-check that you’ve selected the correct records in the table.
2

Click Add

Click the Add button in the dialog footer to confirm and create the links.
3

Return to DataLink Dialog

The search dialog closes and you return to the main DataLink management dialog, where your newly linked records now appear.
After adding records, the DataLink dialog refreshes to show your newly linked data. You can immediately add more records or close the dialog.

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Dialog Actions

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Add Button

  • Enabled: When one or more records are selected
  • Disabled: When no records are selected
  • Action: Links the selected records to the document and closes the search dialog

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Close Button

  • Always enabled: You can cancel at any time
  • Action: Closes the search dialog without making changes
  • Effect: Returns you to the main DataLink management dialog

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Next Steps

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