Filtering search results
Use the advanced search filter panel in VAULO to narrow down results by folders and spaces, media type, label, rating, IPTC fields, and usage period.
When you enter a term in the search bar and open the advanced search results page, a filter panel on the left lets you narrow down your results.
Choose a media type
Use the tabs on the left edge to first narrow results by media type: All, Images, Videos, Audio, PDFs, Office, or Other.
Open the filter panel
Click "Filter" to expand the panel with the available filters. Each filter can be expanded and collapsed individually:
- Folders & Spaces – search only in selected spaces or folders, see the dedicated section below
- Labels – filter by assigned label
- Rating – filter by star rating
- Upload date – filter by upload date range
- Recording date – filter by EXIF capture date range
- Keywords – filter by assigned keywords
- Attachments – filter by attachment count (all, with/without attachments, or an exact count or range)
- Person in image, Creator, Headline, Country, City – filter by the respective IPTC fields
- Usage period – see the dedicated section below
- Any custom metadata fields defined by your organization appear here automatically as well
The person who uploaded a file currently isn't available as a dedicated filter in the panel.
You can hide a filter you don't need via its context menu. The number next to "Filter" shows how many filters are currently active. Use "Reset all filters" to clear every active filter at once.
Folders & Spaces
The "Folders & Spaces" filter restricts the search to specific areas of your library – for example when you know the file you are looking for lives in a particular project folder.
Expand the "Folders & Spaces" filter and click "Select".
The dialog shows your spaces as a tree. Expand a space to see its folders and tick every space or folder you want to search in. Alternatively, type a name at the top and pick the match straight from the list – each match shows its path, so folders with the same name stay distinguishable.
Close the dialog with "Done". The selected spaces and folders appear as entries in the filter, each with its path, and the result list only shows files from these areas.
Keep in mind:
- A folder always includes all of its subfolders. A space covers every folder in it. Folders already covered by a selected space or parent folder show a check mark instead of a checkbox in the dialog.
- The filter works with and without a search term. Without a term it simply lists every file from the selected areas.
- Use the × on an entry to remove a single area, or "Reset" to clear the whole filter. The selection is part of the results page address, so it can be shared as a link or saved in a search mask.
Usage period filter
The "Usage period" filter helps you find files by their license/usage window:
First choose whether to filter by the "Expires" or the "Becomes valid" date.
Use one of the quick presets: for "Expires" you can pick "In 7 days", "In 30 days", "In 90 days", or "Expired"; for "Becomes valid" there's also "Already valid".
Alternatively, enable "With usage period" or "Without usage period" to filter by whether a period is set at all, regardless of the exact date.
Use "Custom range" to define a freely selectable date range if needed.
Use "Reset" to clear just this filter again.
Saved filter sets
The "Saved filters" icon in the icon rail lets you save a combination of filters as a template and reapply it later with one click.
Displaying search results
How your search results are displayed is set independently of the filters, via "View & settings".
Search & Find
Advanced search, media view, and file detail view – all guides for quickly finding media in VAULO.
Special Characters for More Precise Searches
Learn how to use special characters and operators in VAULO search to achieve more precise results. This guide walks you through combining, excluding, and using exact search terms in your Digital Asset Management System.