One definition for "filtering is:
"to remove by means of a filter"
In the tech world, that's shorthand for eliminating items on a list based on a set of defined criteria - leaving only items sharing that defined set of criteria on the list.
That definition may not all that helpful, especially if you are just trying to understand the difference between search and filtering. Perhaps It would be better to illustrate how filtering works in comparison with other search-related tools:
Tool |
Description |
Search |
Search to find things. Searching results in a list of found items. Searching usually refers to finding items in a large pool of possible matches, using a defined set of criteria to direct your search. Example: On a Worldox Find Files search form, you're telling Worldox to look for specific element - a word or phrase perhaps - in files in a defined location. Searching can take time, as Worldox may have to look through a great many items. The result is a list of items matching the criteria you specified. |
Filter |
Filter to eliminate unwanted items from a list, retaining only items of interest. Filtering starts with a list. In Worldox that means a worklist, which can consist of search results or anything else. Filtering works by reducing that list in some logical way, retaining only the items you want to see. Example: A client folder has 563 files - which makes for a fairly long worklist. You're looking for two Excel spreadsheets. Rather than scan the whole list, use the Filter bar or Set Filter dialog (or Tags document tab), to filter the list on Doc Type = Spreadsheet. After filtering, only 16 files remain, all spreadsheets. The two you want are now easy to find. Filtering happens quickly, as it does not involve searching. |
Sort |
Sort to rearrange a list. Sorting does not change the number of items listed. Sorting starts with a worklist, arranging that list in some logical way to make it easier to pick out the items you want. Example: A client folder has 162 files. On the worklist, files array alphabetically from A to Z. You're interested in only recent files, so you sort on the Modified date column. The result is all 162 files arranged by modified date, with the most recently modified files listing first. Sorting happens quickly, as it does not involve searching. |
Sorts and filters are secondary searches - ways to further refine lists of items already found. There's an important distinction here. Searching usually takes longer, as Worldox has to look through large sets of possible matches. Sorts and filters work on existing lists; Worldox does not need to search, so these actions take little time.
Given the functional differences mentioned above, here are some suggestions:
Search first. Cast a wide net via carefully defined search forms, well-thought out search criteria.
Then, having found all likely candidates, filter results lists to precisely target items of particular interest.
Then sort the final list as needed to make it easier to find specific items.