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Searching and Filtering Cache Entries

Learn how to quickly find specific cache entries using the search and filter tools in the Cache Management section.

Why Search Matters​

With dozens or hundreds of cache entries, finding the right one quickly is essential. The Cache Management interface provides powerful search and filter tools to help you locate entries efficiently.

The search bar is the fastest way to find cache entries by text content.

  1. Locate the search bar at the top of the Cache Management page
  2. Type your search term (minimum 3 characters)
  3. Press Enter or click the search icon
  4. View filtered results - only matching entries appear

What the Search Bar Searches​

The search looks through:

  • ✅ Question text - The main question field
  • ✅ Response text - The answer content
  • ✅ Question variations - All alternative phrasings
  • ✅ Admin notes - Internal notes field
Search Tips
  • Use unique keywords from the question or answer
  • Try multiple search terms if first attempt fails
  • Search for abbreviations (HFIM, FAQ, etc.)
  • Use quotation marks for exact phrases (if supported)

Search Examples​

To FindSearch ForWhy It Works
Entries about facultyprofessor or faculty or instructorAppears in questions and answers
Course prerequisites3000 prereq or required courseSpecific course numbers + keywords
Contact informationemail or phone or contactKeywords in answers
Internship requirementsinternship or practicumTopic keyword
Application deadlinesdeadline or apply or applicationCommon words in time-sensitive entries

Filter Controls​

Filters help you narrow down entries by specific attributes.

Available Filters​

1. Status Filter​

Options:

  • All - Show all entries (active + inactive)
  • Active - Only entries currently in use
  • Inactive - Only disabled entries

When to use:

  • Use "Active" to focus on live cache entries
  • Use "Inactive" to review disabled entries that might need reactivation or deletion

2. Confidence Filter​

Options:

  • All - Any confidence level
  • High (≥ 0.85) - Very confident answers
  • Medium (0.70-0.84) - Moderately confident
  • Low (< 0.70) - Needs review

When to use:

  • Filter "Low" to find entries needing accuracy improvements
  • Filter "High" to verify your most trusted entries are performing well

3. Sort Options​

Sort by:

  • Times Served (Descending) - Most used entries first
  • Times Served (Ascending) - Least used entries first
  • Last Updated (Newest) - Recently modified entries
  • Last Updated (Oldest) - Entries that haven't been updated in a while
  • Confidence (Highest) - Most confident answers first
  • Confidence (Lowest) - Least confident answers first

When to use:

  • Times Served (High → Low): Find your most valuable entries
  • Times Served (Low → High): Identify unused entries to improve or remove
  • Last Updated (Old → New): Find entries that might be outdated
  • Confidence (Low → High): Prioritize entries needing accuracy review
Combine Filters

Use multiple filters together for powerful searches:

Example: Show active entries with low confidence, sorted by times served:

  • Status: Active
  • Confidence: Low (< 0.70)
  • Sort: Times Served (High → Low)

This finds your most-used entries that need accuracy improvements!

Common Search Scenarios​

Scenario 1: Find All Entries About a Specific Topic​

Goal: Find all cache entries related to "internships"

Steps:

  1. Type internship in the search bar
  2. Press Enter
  3. Review all matching entries

Expected results: Entries about internship requirements, application process, contacts, etc.

Scenario 2: Find Underused Entries to Improve​

Goal: Identify cache entries that never or rarely match user questions

Steps:

  1. Set Status filter to "Active"
  2. Set Sort to "Times Served (Low → High)"
  3. Click Apply Filters
  4. Review entries with 0 or very low "Times Served"

What to do:

  • Check if question variations match how users actually ask
  • Consider adding more variations
  • If truly unused after 3+ months, consider inactivating

Scenario 3: Find Entries Needing Updates​

Goal: Locate cache entries that haven't been updated recently

Steps:

  1. Set Sort to "Last Updated (Old → New)"
  2. Click Apply Filters
  3. Review entries with old "Last Updated" dates

What to do:

  • Verify information is still accurate
  • Update if program requirements changed
  • Check if sources are current

Scenario 4: Review All Low-Confidence Entries​

Goal: Find answers you're not confident about

Steps:

  1. Set Confidence filter to "Low (< 0.70)"
  2. Set Status to "Active"
  3. Click Apply Filters

What to do:

  • Review each entry for accuracy
  • Increase confidence if answer is verified
  • Update or remove if answer is questionable

Scenario 5: Find Entries by Course Number​

Goal: Locate all cache entries for HFIM 3000

Steps:

  1. Type 3000 in the search bar
  2. Press Enter
  3. Review matching entries

Alternative: Try variations like HFIM 3000 or three thousand if needed

Advanced Search Techniques​

Using Multiple Keywords​

Search for multiple words to narrow results:

Example: professor contact email

  • Finds entries containing all three words
  • More specific than searching just professor

Searching Partial Words​

Most search bars support partial matching:

Example: intern

  • Matches "intern", "internship", "internal", "international"
  • Good for finding related entries

Searching Acronyms​

Search using both full terms and acronyms:

Example:

  • HFIM finds "HFIM program", "What is HFIM?", etc.
  • Hospitality and Food finds full program name

Case Sensitivity​

Most searches are case-insensitive, meaning:

  • HFIM = hfim = Hfim
  • Type in whatever case is easiest

Pagination​

When results exceed one page, use pagination controls to browse:

Pagination Controls​

Located at the bottom of the cache list:

  • Page numbers: Click to jump to a specific page
  • Previous: Go back one page
  • Next: Go forward one page
  • Items per page: Choose 10, 25, 50, or 100 entries per page

Tips for Large Result Sets​

  1. Increase items per page to see more at once (up to 100)
  2. Use filters to reduce total results before browsing
  3. Sort strategically to bring most relevant items to the top
Best Practice

If you have 50+ entries, always apply filters before browsing to avoid information overload.

Reset to Default View​

To clear all filters and search terms:

  1. Click the "Clear Filters" or "Reset" button
  2. Delete text from the search bar
  3. Click the "Refresh" button to reload

Shortcut: Refresh the page (F5) to reset everything

Search Performance Tips​

Make Searches Faster​

  • ✅ Use specific keywords rather than common words like "the" or "is"
  • ✅ Apply filters first to reduce the search space
  • ✅ Search shorter phrases (2-3 words) rather than full sentences
  • ✅ Use sort options to bring relevant results to the top

Troubleshooting Slow Searches​

If searches feel slow:

  1. Check your internet connection
  2. Try reducing items per page to 25 or 10
  3. Apply status filter to search only "Active" entries
  4. Clear browser cache and refresh

Common Search Mistakes​

Mistake 1: Searching Too Broadly​

Problem: Searching course returns 200 entries Solution: Be more specific: course 3000 prerequisite

Mistake 2: Not Using Filters​

Problem: Scrolling through all entries manually Solution: Apply status, confidence, or sort filters first

Mistake 3: Expecting Instant Matches​

Problem: Assuming the first result is always correct Solution: Review several results to find the exact entry you need

Mistake 4: Forgetting Variations​

Problem: Can't find an entry you know exists Solution: Try alternative keywords or check variations field in entries

Keyboard Shortcuts​

Speed up your workflow with these shortcuts:

ActionShortcutDescription
Focus search bar/ or Ctrl+FJump to search box
Submit searchEnterExecute search
Clear searchEscClear search bar
Refresh pageF5 or Ctrl+RReload cache list
Browser Shortcuts

These shortcuts work in most modern browsers (Chrome, Firefox, Safari, Edge).

Next Steps​

Now that you know how to search effectively:

  1. Practice editing entries you've found
  2. Generate variations for underused entries
  3. Review performance metrics to prioritize maintenance
  4. Learn best practices for long-term cache management

Frequently Asked Questions​

Can I search by date created?​

Not currently. You can sort by "Last Updated" to find recently modified entries.

Does search work across multiple fields at once?​

Yes! Search looks in questions, responses, variations, and admin notes simultaneously.

Can I save my search filters?​

Not currently. You'll need to reapply filters each time you visit the page.

Why doesn't my search find anything?​

  • Check spelling of search terms
  • Try simpler keywords (single words rather than phrases)
  • Verify the entry actually exists by browsing without filters
  • Make sure you're not filtering out the entry (e.g., searching for an inactive entry with "Active" filter on)

Tip: Bookmark entries you reference frequently by copying their ID numbers into a document for quick lookup later!

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