Differences

This shows you the differences between two versions of the page.

--- rdms:webapp:search [2025/08/18 08:49] – [Saved Searches] periodic check giulio
+++ rdms:webapp:search [2025/08/19 14:22] (current) – [More Advanced Search Syntax] no caps for advanced jelte
@@ Line 20: / Line 20: @@
 The search functionality in the RDMS is available in two distinct options:
   - **[[rdms:webapp:search#general_search|General search]]:** This option allows you to find a file or folder based on various criteria. It uses both file metadata and metadata added by the user to search the system for files and folders fitting the desired parameters. This option does allow you to search for files using metadata entries you created, but if you wish to combine multiple metadata entries into one search, then you need to use the next search option.
-  - **[[rdms:webapp:search#search_using_metadata|Key-Value-Extra (KVE) search]]:** This search option is specifically designed for querying using **multiple metadata entries simultaneously**. You can access this search option via the {{:rdms:webapp:wiki_search_avu_1.png?nolink&20|}} button at the top of the search interface.
+  - **[[rdms:webapp:search#search_using_metadata|Key-Value-Extra (KVE) search]]:** This search option is specifically designed for querying using **multiple metadata entries simultaneously**. You can access this search option via the {{:rdms:webapp:wiki_search_avu_1.png?nolink&30|}} button at the top of the search interface.
 You can switch between these search options by selecting the respective tab from the top of the search interface. Further below in this page you will find more examples demonstrating how to utilize these search options for both simple and more complex queries in the RDMS.
@@ Line 46: / Line 46: @@
 ==== Sub-Searches ====
-Whenever a search result is found, the RDMS search allows you to execute subsequent searches inside the desired location. This feature is especially helpful when the first search finds a  folder and a consecutive search inside this folder needs to be executed. Here's how to utilize sub-searches:
+Whenever a search finds at least one object, the RDMS allows you to execute subsequent searches based on the search result that was found. To access this feature, click on the icon highlighted in red in the screenshot below. The RDMS will then open a new search tab with the search parameters of the previous query already defined. Click on the {{:rdms:webapp:search_icon.png?nolink&25|}} icon to initiate the search inside the new location.
-First find the folder in which you want to search via the initial search, then click the magnifying glass button next to the folder name.
 {{ :rdms:webapp:rdms_search_sub_1.png?direct&850 |}}
-This will open a sub-search in a new tab where the folder location is already set as the search path. Inside the sub-search, you can then use either the general search or the KVE search (see below).
+**Notes:**
+  * If you want to perform a **sub-search on a folder**, then the RDMS will repeat the search **inside the folder you selected**.
-**Note:** You can of course also do sub-searches of sub-searches if this is needed. The process is the same as described here.
+  * If instead you **select a file** for the sub-search, then the RDMS will perform the search **inside the folder containing said file**.
+  * Inside the sub-search tab, you can use either the general search or the KVE search.
+  * If needed, you can also do sub-searches of sub-searches. The process is simply repeated for the new location.
 ==== Opening Search Results ====
-The RDMS search allows to open search results in two different ways:
+Once you have performed a query, the RDMS search window allows you to open the location of specific search results in two different ways:
-  - {{:rdms:webapp:search_open_new_browser.png?nolink&30|}} button: Open the result in a new data browser tab. This will keep the initial search active in the parent tab.
+  - {{:rdms:webapp:search_open_new_browser.png?nolink&30|}} button: This button opens the result in a new data browser tab. This will keep the initial search active in the parent tab, should you want to go back to it.
-  - {{:rdms:webapp:search_open_current_browser.png?nolink&30|}} button: Open the result in data browser. This opens the search result (location) in the data browser without opening a new tab.
+  - {{:rdms:webapp:search_open_current_browser.png?nolink&30|}} button: This button opens the result in the Data Browser. This replaces the search window with the Data Browser open in the location of the file you found. If you want to return to the search, you will have to navigate back to the search window from the left-side Menu and perform the search again.
 {{ :rdms:webapp:search_new_vs_current_tab.png?direct&850 |}}
@@ Line 69: / Line 69: @@
 ==== General Search ====
-To perform a basic search for data, you can specify the search term in the top-right box in the search engine and then execute the search by clicking on the magnifying glass symbol:
+To perform the most basic form of searching for data, you can specify the search term in the top-right box in the search engine and then execute the search by clicking on the {{:rdms:webapp:search_icon.png?nolink&25|}} icon (see screenshot).
-{{ :rdms:webapp:rdms_search_simple_1.jpg?direct&900 |}}
+{{ :rdms:webapp:rdms_search_simple_1.png?direct&850 |}}
-This will search for the specified search term using the standard search parameters.
+This method of searching makes the RDMS look for the specified term in any part of the metadata attached to your files and folders. In other words, it does not matter if the term is contained in the file name, the file path, or any of the metadata entries attached to the file. As long as the term is contained somewhere, the file will be shown as a result in the search.
-To make the search results more precise, you can adjust the search criteria. For example, you can specify if you want only data created within a certain time frame to be shown, to see files only, to search only certain RDMS paths, and much more.
+If you want to target a specific metadata entry in your search, you can adjust the search criteria by directly searching for a specific metadata value, key, or extra value. You can modify the path where the search needs to be performed, and you can also indicate whether you want to search for files and folders, or only for one of the two. Other options as to what you can adjust in the search are visible in the screenshot above and explained in the text below.
-{{ :rdms:webapp:rdms_search_simple_2.png?direct&900 |}}
+{{ :rdms:webapp:rdms_search_simple_2.png?direct&850 |}}
 In the screenshot above, you can see the three different areas where you can specify the search criteria in the main search view:
-  - <html><span style="color:blue;">Blue</span></html>: Here you can specify the path which should be searched. You can specify a RDMS path by hand, but there are also several pre-defined values possible (e.g. "My home" or "All").
+  - **Blue Box**: Here you can specify the path of the location you want to search in. The default value here is ''/rug/home/'', but you can adjust it either manually, or by performing a sub-search as described above. There are also several pre-defined values possible (e.g. "My home" or "All").
-  - <html><span style="color:red;">Red</span></html>: Here you can specify more details about the search mode. For example, you can say if you want to see files or folders, if you want to find just data created in a certain time frame, or that your search should be case sensitive or not. If you do not see this menu, you can reveal it by clicking the {{:rdms:webapp:search_reveal_button.png?direct&20|}} button.
+  - **Red Box**: Here you can specify more details about the search mode. For example, you can say if you want to see files or folders, if you want to find just data created in a certain time frame, or if your search should be case sensitive or not. If you do not see this menu, you can reveal it by clicking the {{:rdms:webapp:search_reveal_button.png?direct&20|}} button. By default, all parameters are considered to have to be valid at the same time for an object to be considered a valid search result (logical argument is ''AND'', look to the left inside the box). If you want to find objects that do not need to fulfill all the search criteria simultaneously, please change the relevant values to ''OR''.
-  - <html><span style="color:green;">Green</span></html>: This additional box allows to further fine-tune the search pattern. In this field, you select how the entered search term(s) should be interpreted. "Any match (%<word>%)" will find the search term either alone or contained in another term (e.g. searching for "time" would also be positive for "timecapsule" or "walltime"). "Exact match" on the other hand just gives a positive search result if the exact search term(s) where found. The two other selection criteria, "Right truncated (<word>%)" and "Left truncated (%<word>)", are positive if the search term was found either at the start or end, respectively.
+  - **Green Box**: This additional box allows to further fine-tune the search method. In this field, you select how the entered search term(s) should be interpreted. ''Any match (%<word>%)'' will find the search term either alone or contained in another term (e.g. searching for "time" would also be positive for "timecapsule" or "walltime"). ''Exact match'' on the other hand just gives a positive search result if the exact search term(s) where found. The two other selection criteria, ''Right truncated (<word>%)'' and ''Left truncated (%<word>)'', are positive if the search term was found either at the start or end of a value, respectively.
-**Note:**
+**Note:** The ''%'' sign in the green box explanation is the wildcard sign for the RDMS search. Its meaning is that whatever is not contained by two ''%'' signs or does precede or follow it, does not matter. Example: "%cube" would find all entries that are either the exact word "cube", or that end in the word "cube", no matter with what other term they start. Please keep in mind that the position of the ''%'' sign matters when performing a search.
-  * This simple search will display results where the search term is found at various locations. For example, it will find results where the search term appears in the file name, as well as where it is found in the metadata.
 ==== Search Using Metadata ====
-While the general search view can be also used to search based on metadata, the separate key/value/extra search was specifically designed to facilitate searches/queries that use multiple, combined metadata values as the search criteria.
+While the general search window can also be used to search based on metadata, the separate Key-Value-Extra (KVE) search was specifically designed to facilitate queries that use multiple, combined metadata values as the search criteria.
-The metadata-based search will be therefore explained for this kind of search.
-First, access the key/value/extra search from the top of the search view.
+To perform a KVE search, first access the KVE tab ({{:rdms:webapp:wiki_search_avu_1.png?nolink&25|}}) from the top of the search view. You will see that the KVE search contains search fields for metadata keys (K), metadata values (V), and metadata extra values (E) while the ''Enter a text to search for'' function that was available in the general search is not available here.
-You will see that the key/value/extra search contains search fields for metadata keys (K), metadata values (V), and metadata extra values (E) while the "Enter a text to search for" function that was available in the general search is not available here.
 {{ :rdms:webapp:rdms_search_kve_1.png?direct&850 |}}
-Instead, the KVE search allows to add new KVE fields by selecting the {{:rdms:webapp:rdms_search_kve_add.png?nolink&20|}} button, and the {{:rdms:webapp:search_kve_remove.png?direct&20|}} button is used to remove it again.
+Instead of being able to search for only one term for each field, the KVE search allows to add new KVE lines by selecting the {{:rdms:webapp:rdms_search_kve_add.png?nolink&20|}} button. If you want to remove a KVE line that you added, you can use the {{:rdms:webapp:search_kve_remove.png?direct&20|}} button to do so.
-The usage of this functionality can be seen in the following example:
+We will use the example below to explain the correct usage of this functionality. Let us start with the search shown in the screenshot below:
 {{ :rdms:webapp:rdms_search_kve_2.png?direct&850 |}}
-In this example, we used a single KVE as search criteria (Key: "Author", Value: "John Doe") which resulted in four files being found by the search.
+In this example, we used a single KVE line as search criteria (''Key: "Author", Value: "John Doe"'') which resulted in four files being found by the search. While four files are easy to sort through to find the correct file we want, let's consider that instead the search returned a number of files in the thousands. Because those would be too many files to sort through, we attempt to filter the results by adding a new KVE line. So we press the {{:rdms:webapp:rdms_search_kve_add.png?nolink&20|}} and add a new KVE line with the search terms: ''Key: "Date", Value: "today"''.
-If we now introduced another KVE (Key: "Date", Value: "today") and repeat the search we get:
 {{ :rdms:webapp:rdms_search_kve_3.png?direct&850 |}}
-Instead of seeing the four results as before, we now just get two of the previous results shown. This results from the fact that the remaining two entries had an ''Author: John Doe'' metadata entry, but not a ''Date: today'' entry. As a result, they are removed from the second search.
+Instead of seeing the four results as before, we now just get two of the previous results shown. This is because only two files contained the combination of ''Author: John Doe'' and ''Date: today'' in their metadata. As a result, the other files are removed from being listed in the second search.
-If a third criterion is introduced even less results are shown:
+But let's assume that our attempt at filtering has failed and that we still have too many files to sort through. We decide to introduce a third KVE line with the terms ''Key: "Distance", Value: "10", Extra value: "m"'', which results in finally having only one result in the search list.
 {{ :rdms:webapp:rdms_search_kve_4.png?direct&850 |}}
-**Note:** The function of combining multiple KVE entries to narrow down search results makes the metadata-based search of the RDMS web interface very powerful. This function is especially helpful for cases where there is a lot of data with distinct, but similar metadata entries.
+This example is used to properly showcase how to use all the fields in a KVE line and how multiple KVE lines can limit the amount of results you obtain in a given search. Of course, you can use the line and fields however you see most fit to isolate the search results you need.
+**Notes:**
+  * The function of combining multiple KVE entries to narrow down search results makes the metadata-based search of the RDMS web interface very powerful. This function is especially helpful for cases where there is a lot of data with distinct, but similar metadata entries.
+  * If you are unsure about what KVE combination is correct for any given line, only input the values that you are sure of. Example: If you search for ''Key: "Author", Value: "John Doe"'', but a file has ''Creator: John Doe'' in its metadata, said file will not be found with the given search parameters. You will find the file, however, if you simply search for ''Value: "John Doe"''.
 ===== Further Tips =====
@@ Line 129: / Line 127: @@
 {{ :rdms:webapp:rdms_search_fast_1.png?direct&900 |}}
-A menu will be revealed where you can either specify a RDMS path to directly open it (left field) or do a fast search (right fields):
+A menu will reveal two fields where you can perform your search. The field on the left allows you to search for a specific RDMS path and open it directly in the browser, the field on the right will instead perform a search of a given term with all the default parameters and open the search window with the results.
 {{ :rdms:webapp:rdms_search_fast_2.png?direct&900 |}}
-==== More Advanced Search Syntax ====
+**Note:** Please consider that the fast search will perform an ''Exact Match'' search for a term and look for the term in all four fields of the general search window. This function has been developed mainly for users with a long file list to check, that would otherwise have to wait for an unreasonably long time for the search results to appear. The fast search is thus not a "fast access to the search function", but rather a "search performed fast". If you do not have long waiting times when performing searches, it is better to navigate to the search window and perform a search as described in the previous sections to obtain more meaningful results.
-The examples above showed how to find files and folders based on different parameters (name, metadata, etc.). It was also shown that search criteria can be adjusted via the available menu to fine-tune search results, we will elaborate here advanced search syntax for further customization.
+==== More advanced Search Syntax ====
-When you specify a search term in the field, it is important to know that you can also use additional wildcard characters in your query. These wildcard characters are:
+In previous sections, we already anticipated some of the special characters that you can use in the input fields to signal to the RDMS that you want to perform a special operation during the search. When you specify a search term in the field, it is important to know that you can also use additional wildcard characters in your query. These wildcard characters are:
-  * ''_'': The underscore is the wildcard for **one character**. So searching for "Device_-Data" will find results for "DeviceA-Data", "DeviceB-Data", and so on, but not for "DeviceXXX-Data".
+  * ''_'': The underscore is the wildcard for **one character**. Searching for "Device_-Data" will find results for "DeviceA-Data", "DeviceB-Data", "DeviceC-Data", and so on, but not for "DeviceXXX-Data", as the characters after the term "Device" are three and not one.
-  * ''%'': The percentage sign is the wildcard for an **undefined** number of characters. So searching for "Device%-Data" will find the same results as described for "Device_-Data", but additionally also "DeviceXXX-Data".
+  * ''%'': The percentage sign is the wildcard for an **undefined** number of characters. Searching for "Device%-Data" will find the same results as described for "Device_-Data", but additionally also "DeviceXXX-Data", as it does not matter how many characters follow the term "Device".
-Note that these wildcard characters can also be used for the search based on metadata.
+Note that these wildcard characters are recognized within the RDMS, no matter which field you use to search for a term. To see how you can use these wildcards for further filtering of your query, take a look at this example where we first searched for "Device". This search yielded six similarly named folders, each with slight variations:
-To see how you can use these wildcards for further filtering of your query, take a look at this example where we first searched for "Device". This search yielded six similarly named folders, each with slight variations:
 {{ :rdms:webapp:rdms_search_syntax_1.jpg?direct&900 |}}
-Assuming that we now just want to find the configuration data for all devices 1-3, we could use a search term like "Device%_Configuration_Data" which will yield:
+Let us assume that we do not care about the analytical data, but want to find the configuration data for all 3 devices. We can see in our search results that all configuration data folders are called the same way, except for the number of the device. Since only one value differs, we could search for ''Device_ Configuration Data'' and get all three folders that we need. A more general option, especially if you have more than a single character changing between files or folders, is ''Device% Configuration Data''.
 {{ :rdms:webapp:rdms_search_syntax_2.png?direct&900 |}}
-As we used the ''%'' wildcard character in this example, this would also find results like "Device312_Configuration_Data" or "DeviceBuilding4_Configuration_Data".
+As we used the ''%'' wildcard character in this example, this would also find results like "Device312_Configuration_Data" or "DeviceBuilding4_Configuration_Data", if they existed.
-In another example, suppose we want to find both the analytical and configuration data folders for "Device1", but we do not want results for the other devices. This could be achieved with a query of the form "Device1_%_Data" as seen here:
+In another example, suppose we want to find both the analytical and configuration data folders for "Device1", but we do not want results for the other devices. We can achieve this with a query of the form ''Device1_%_Data'' (or even more simply ''Device1%''), as seen here:
 {{ :rdms:webapp:rdms_search_syntax_3.png?direct&900 |}}
 In addition to the wildcard characters, it is also possible to use ''&'' and ''|'' in the search, which act as "and" and "or" operators, respectively.
-Let's assume that you want to find results that contain either "Device1" or "Device2" in their name. A search query for this can use the "or" statement to connect both terms like "Device1 | Device2" which will yield:
+Let's assume that you want to find results that contain either "Device1" or "Device2" in their name. You can create a search query for this "or" statement by writing ''Device1 | Device2'', which will yield:
 {{ :rdms:webapp:rdms_search_syntax_4.png?direct&900 |}}
-**Note:**\\
+**Note:** As seen above, you can use wildcards to further fine-tune your search results. With other settings that are available in the search interface together with the possibility to use metadata, these advanced search techniques offer a lot of capability to obtain precise results tailored to your specific requirements.
-As seen above, you can use wildcards to further fine-tune your search results. With other settings that are available in the search interface together with the possibility to use metadata, these advanced search techniques offer a lot of capability to obtain precise results tailored to your specific requirements.
-==== Filtering Your Search Results ====
+==== Filtering your Search Results ====
-In some cases, your search parameters might return a pool of results that is too large to find what you are looking for. As shown in the figure below, the RDMS Web interface also warns you when the number of results exceeds 10.000:
+In some cases, your search parameters might return a pool of results that is too large to find what you are looking for. The figure below shows you that the RDMS Web interface also warns you when the number of results exceeds 10.000.
 {{ :rdms:search:sfilter_1.png?direct&850 |}}
-To fix this, you might want to redefine your search parameters, as the Web interface suggests. However, this can sometimes result in having to wait a long time for a search to run again. Alternatively, you might want to filter the results you have already obtained. To do so, type an additional keyword in the bar highlighted by the red box in the figure below.
+To fix this, you might want to redefine your search parameters, as the Web interface suggests. However, this can sometimes result in having to wait a long time for a search to run again. As an alternative, the RDMS allows you to filter the results you have already obtained by typing in an additional keyword in the bar highlighted by the red box in the figure below.
 {{ :rdms:search:sfilter_2.png?direct&850 |}}
@@ Line 180: / Line 175: @@
 {{ :rdms:search:sfilter_3.png?direct&850 |}}
-**Note:** You are filtering the results rather than redefining the search parameters. This means that should you save the search and run it again, you might encounter too many results again. Each time you run that specific search, you will need to manually filter the results. We recommend that for frequently performed searches, you redefine the parameters once you have identified the optimal keyword combination through filtering.
+**Note:** What we have shown here is used to filter the search results. You are not redefining the original search parameters. This means that should you save the search and run it again, you will need to type in the filter manually, again. And this will be true each time you run that specific search. We recommend that for frequently performed searches, instead of doing this, you redefine the parameters once you have identified the optimal keyword combination through filtering.
 ==== Exporting Search Results (Report Generation) ====
-The RDMS also comes with in-built functionality to export search results in formats suitable for report.
+The RDMS also comes with built-in functionality to export search results in formats suitable for report. To access this feature, first execute your search. Once the search results are displayed, you can select one of the available report functions:
-To do so, first execute your search. Once the search results are displayed, you can select one of the available report functions:
   * **Create report**: This function creates a set of JSON files containing the search results. From these files, you can then create the final report.
@@ Line 196: / Line 189: @@
 === Using the Create Report Function ===
-If you select "Create report", a dialog window will open. Here you can specify a name for your report and select if the intermediately created JSON files should be encrypted. Since the JSON file also contains the metadata of the search results, along with your search parameters, you might want to choose to encrypt it to protect potentially sensitive information.
+If you select ''Create report'', a dialog window will open. Here you can specify a name for your report and select if you want to encrypt the JSON file created as an intermediate step. A reason to encrypt the JSON file would be, for example, if your search parameters or the metadata of your results contain sensitive information. Since the JSON file contains and displays both, you might want to choose to encrypt it to protect potentially sensitive information.
 {{ :rdms:webapp:rdms_report_new_1.png?direct&400 |}}
-After confirmation, you can find your report by selecting the report button ({{:rdms:webapp:rdms_report_button.png?direct&25|}}) from the left navigation bar. From within the report view, you can now select to either create your final report in CSV format, view/download the JSON files containing your search results/parameters, or to delete one or more reports.
+After you confirm your choices, your report will be visible if you click the report button ({{:rdms:webapp:rdms_report_button.png?direct&25|}}) in the left-hand Menu bar. Please keep in mind that depending on your screen resolution, this button might be hidden. If you do not see it, then press the {{:rdms:webapp:more_menu_button.png?nolink&25|}} button to reveal all hidden Menu items.
+From within the report window, you can now manage reports you have saved. You can choose to either create your final report in CSV format, view or download the JSON files containing your search results and parameters, or delete one or more reports (see screenshot below).
 {{ :rdms:webapp:rdms_report_new_2.png?direct&850 |}}
-If you select the option to create your final report for export, a new window will open. The first option in that window will ask you for the place to save your report file. That location is where you will be able to retrieve the final report from. The rest of the window asks you to select which part of the results you want to be included in the report (data, metadata, and/or permissions).
+If you select the option to create your final report for export, a new window will open. The first option in that window will ask you for the location to save your report file. This will be an RDMS location where you will be able to retrieve the final report by downloading it from the web interface (the file size should be small enough to allow this). The options below in the same window ask you to select which part of the results you want to include in the report (data, metadata, and/or permissions), in what format you want the report, and what metadata to include.
 {{ :rdms:webapp:rdms_report_new_3.png?direct&650 |}}
-After confirmation, you can download your report in CSV format from the specified RDMS location.
+After you give confirmation, the RDMS will save the report in the specified location and you can download it in CSV format from the web interface.
 {{ :rdms:webapp:rdms_report_6.png?direct&850 |}}
 **Notes**:
-  * While it is not mandatory to select encryption for the created JSON files with your search results/parameters, it should be done if exported results contain sensitive data. Also in other cases, having encryption selected is recommended as good practice.
+  * While it is not mandatory to select encryption for the created JSON files with your search results and parameters, we advise you to do it if the exported results contain sensitive data. Having encryption selected is also recommended as simply good practice.
-  * If you did not have any user-defined metadata, there will still be a set of system defined metadata which are added by default ("Data type", "Size", "Creator", "Modified").
+  * The report will contain system-defined metadata added by default ("Data type", "Size", "Creator", "Modified"), even if you did not add any user-defined metadata.
 === Using Export Search Results As Function ===
-The "Export search results as..." function allows you to directly create an exportable CSV from your search results. If you select this option from the search view, you will be asked where your exportable CSV should be saved. Afterwards, you are asked to select the export type (data, metadata and/or permissions), and to specify a name for your export (a default value is automatically filled in).
+The ''Export search results as...'' function allows you to directly create an exportable CSV from your search results. If you select this option from the search view, you will be asked where your exportable CSV should be saved within the RDMS. Afterwards, you are asked to select the export type (data, metadata and/or permissions), and to specify a name for your export (a default value is automatically filled in).
 {{ :rdms:webapp:rdms_report_new_4.png?direct&500 |}}
-Afterwards, you can download your report in CSV format from the selected RDMS location.
+Clicking on ''Export report'' will generate a CSV file in the specified location. You can retrieve the report by navigating to the specified RDMS location and downloading the report from the web interface.
 **Notes**:
-  * The "Export search results as..." function is **a shortcut way** to generate an exportable CSV of your search results, and as such, **it does not allow you to directly select which metadata to extract** if metadata is included in your report. Instead all metadata is exported by default.
+  * The ''Export search results as...'' function is **a shortcut way** to generate an exportable CSV of your search results, and as such, **it does not allow you to directly select which metadata to extract**, if metadata is included in your report. Instead all metadata is exported by default.
-  * Choosing the "Export search results as..." function will also create JSON files in the background. These files contain your search results and parameters. You can access them via the report button ({{:rdms:webapp:rdms_report_button.png?direct&25|}}) in the left navigation bar. By doing so, you can create further reports from these intermediate JSON files, and you can fine-tune the export parameters (e.g. which metadata to include in the CSV).
+  * Choosing the ''Export search results as...'' function will still create a JSON file in the background. These files contain your search results and parameters. You can access them via the report button ({{:rdms:webapp:rdms_report_button.png?direct&25|}}) in the left Menu bar. By doing so, you can create further reports from these intermediate JSON files, and you can fine-tune the export parameters (e.g. which metadata to include in the CSV).
-  * The "Export search results as..." will automatically use encryption for the intermediate JSON files that are created.
+  * The ''Export search results as...'' will automatically use encryption for the intermediate JSON files that are created.
 === Importing Report Files in Spreadsheet Tools ===
-The exported CSV reports can be important in spreadsheet tools (e.g. MS Excel, LibreOffice) for visualization and further processing.
+The CSV reports you download from the RDMS can be imported in spreadsheet tools (e.g. MS Excel, LibreOffice) for visualization and further processing. It is important to note that the CSV reports in the RDMS use **tab as field delimiter**! Please be sure that you select this during import in your spreadsheet tool, as it will otherwise break the formatting of your import and the data will be hard to read.
-It is important to note that the CSV reports in the RDMS use **tab as field delimiter**!
-Please be sure that you select this during import in your spreadsheet tool as it will otherwise break the formatting of your import.
-Also note that RDMS metadata fields can be multi-line fields. In cases where this causes problem when exporting the CSV to another tool and where it is desired for other reasons, it is possible to automatically replace newlines in the exported CSV. To do so, simply select a replace character during report creation.
+Another important aspect to consider is that the RDMS metadata fields can be multi-line fields. In cases where this causes problems when importing the CSV into another tool, you can choose to automatically replace newlines in the exported CSV by simply selecting a replacement character during report creation (see screenshot below).
+{{ :rdms:webapp:report_linebreak.png?direct&500 |}}