Modify a search

To modify a search, you check it out of the object store (using Search Designer, not Workplace or Workplace XT). After making revisions, you check it back into the object store. This creates a new version of the search. Alternatively, you can open a copy, modify it, and add it as a new search.

NOTE If you change object stores, object types, or any of its subclasses in a search you've checked out, all search criteria need to be cleared since the previous search criteria might no longer be valid. This means you will actually be creating a new search. Answer the message to confirm that you want this to happen.

  • Answer Yes to save any changes you've made to the checked out search before starting the new search. You'll go through the normal checkin steps.
  • Answer No to abandon any changes you've made since checking out the search. It remains unchanged in the object store and you can start work on the new search.
  • Answer Cancel to undo the object store change and keep the search as it was (as if you never changed the object stores).

Check In and Check Out a Search

To check out a search

  1. Select Open/Check Out from the File menu or click the Open/Check Out button.
  2. Navigate to the object store and folder.
  3. Select the search and choose how you want to open it.
  4. Under Open As, do one of the following:
    • Choose Check Out to modify the search and check it back in as a new version.
    • Choose Copy to get a copy of the search, which you can modify and save as a new search. If the search is already checked out, you will use this option to assume a checkout.
  5. Click Open to open the search (or just double-click the search).

To check in a search

Use Check In to put the search back in the object store as a new version.

  1. Select Check In from the File menu or click the Check In button.
  2. Enter property information, and then click Next.
  3. Enter security information, and then click Finish. See Update security for more information on modifying your security settings.

To cancel a checkout

  • Select Cancel Checkout from the File menu or click the Cancel Checkout button.

    You return the search to the object store without modifying it. This keeps the search at the same version. To cancel a checkout using an Alt key sequence, press Alt+F. When the File menu displays, release both keys, and then press "h." If you don't release both keys, the Help menu displays instead.

To save your current changes

  • When you are finished making changes to your search, click Save.

    You might want to do this to capture current changes and keep working on the search. You must check the search in to test it. When you check it back into the object store, these saved changes will be applied to the new version of the search. If you cancel the checkout, saved changes are discarded.

Assume a checkout

By default, only the person who checks out a search (plus the administrator) can check it back in. When an administrator needs to check in or cancel your checkout, he or she must assume your checkout. You might even need to do this yourself. For example, if you close Search Designer without selecting File > Exit and you have a search checked out, that search will be "stranded" in a checked-out state in the object store. Since it was never checked in, anyone who tries to check it out will see that the Check Out option is unavailable (in the Open/Check out dialog box).

To assume a checked out search, use the Copy option. As long as you checked it out originally or you are an administrator, you can assume the checkout and then check it in or cancel the checkout. The person assuming the checkout will see the following message: "You have sufficient permissions to assume the checkout. Do you want to assume the checkout?"

Answer Yes to modify the search and/or check it in or cancel the checkout. Answer No to get a copy of the search. If your checked-out search is assumed by someone else who checks it in or cancels the checkout, you will get an error message if you also attempt to check it in or cancel the checkout.

To modify an earlier version

Use this procedure to get a copy of an earlier version of a search to use as a starting point for a new stored search or search template.

  1. Choose Open/Check Out from the File menu or click the Open/Check Out button.
  2. Navigate to the search.
  3. Click the Details button if working in icon view.
  4. Click the Version List Toggle button to view the available versions. You can enlarge the dialog box and adjust the column widths if necessary.
  5. Select the version you want to open as a Copy and click Open.
  6. After making appropriate changes, add the new search to an object store. Click the Add New button or select Add New from the File menu.

When you modify a search and check it back into the object store, you create a new major version. The previous version also remains in the object store. Generally, only the latest version of a search is available. If you want to modify a copy of an older version to save as a new search, use the Version Toggle List button to get the older version. See Modify an earlier version.

Note that searches are saved only as major (released) versions. Other document types are usually saved as minor versions until promoted to major versions.