You can search for records, volumes, record folders, and record categories. The search options that you can choose depend on the search mode, which is Dynamic or Static. For details about the search mode, see Setting search defaults.
You can also access search templates and stored searches. After you select the search type, you can refine your search by specifying the following types of search criteria:
You can modify default search criteria on each page.
The Search tab includes a link to Search Templates and Stored Searches. Search designers create these predesigned searches in Workplace, and mark them for use by Records Manager. Search Templates specify some of the search criteria and leave some fields editable so that you can customize the search. A Stored Search is a search that includes all search criteria that you cannot edit. When you click the name of a stored search, you see only the results as if you had opened a folder.
To define and run a search
The Search in field shows the default location for the search, which you can change as follows.
In the Filter by Class field, you can limit returned results to include only the entities in a specific class. For example, if you selected records as the entity type, you can refine your search by specifying the class type (electronic, e-mail, marker, or another custom class).
The Max Results field is available only when the Search Mode is Static. For details, see Set search defaults.
When defining the search criteria, you can search for entities based on up to seven properties. You can enter values for any or all of these properties. For classified records, you can enter search criteria based on current or initial classification, downgrade, upgrade, declassify dates or events, or supplemental markings. You can also leave the property values blank, and search for the entity on the basis of other search criteria.
To select the set of properties
For more information about the settings on this page, see Set search defaults.
To enter values and set operators
For each operator that you want to include in a search, you must specify a value by typing text, selecting a value from a menu or another page, or selecting a date from a calendar. Only properties that have values will be used in a search.
For example, if you have a multi-valued property called Human Resources, and want to search for Payroll or Recruitments, enter the following criteria:
Human Resources = Payroll OR
Human Resources = Recruitments
You can also enter the search criteria as:
Human Resources = Payroll, Recruitments
NOTE If you use the Initial Classification property on a DoD Classified data model, the classification input field is a string field. All comparisons that use operators, such as greater than (>) or less than or equal to (< or =), are based on the text that you enter. So, Unclassified is greater than Classified because U is the seventeenth letter in the English alphabet and C is the third letter.
If you are searching for a record, you can specify a word or phrase that is in the content of the declared document (in the Record Object Store) or the text of the record properties (metadata in the File Plan Object Store). Your site administrator must configure the search engine to index properties. You can combine a property search with a content search by using the AND or the OR operator.
If the search mode is Static and you use the OR operator, the search processes the property search first. If the number of results that is returned equals or exceeds the Max Results value, the search stops and does not search for content. Therefore, the results might not include any documents with the requested content. For details about the search mode, see Set search defaults. When the search mode is Dynamic, that mode still processes the contents search first followed by the property search, and Dynamic mode returns everything.
To search for content
When you specify Content in your search, the search results page includes a Rankings column that shows a percentage that is relevant to your search criteria. Rankings is the default sorting column and is initially sorted in descending order. The Rankings column is available only when the Search Mode is Dynamic.
NOTES
month
when you search document content, you receive documents that contain month, months, and monthly. If you enter month
on a property search, you receive only those documents that have a property value of month.monthly report,
only documents that contain both monthly and report are returned.right hand
returns only documents that contain the phrase right hand. star
returns star, but not starship or Star.(*
) as a wildcard character zero or more letters, numbers, or underscore ( _ ) characters. For example, wo*d
returns wooden, word, World, wordsmith, and would. Use a (?
) to stand for a single alphanumeric character as in ?an
, which returns ran, pan, can, and ban.You can search for a record that is based on the type and properties of its parent entity.
To select the parent entity
After you finish specifying the search criteria, click Search.
If the search mode is Static, the number of results returned are limited by the Max Results value. If the search mode is Dynamic, the results returned are not subject to the Max Results value. For information about Max Results and Search Mode, see Set search defaults.
The search results include the name of the entity and all the property values that you specified in the search criteria. If a property such as Supplemental Marking has multiple values, a Show Details link is displayed in that column. When you click this link, all of the values of that property display.
You can do the following operations on the search results:
NOTE The List View Page Size value (General Settings in Workplace User Preferences) determines the number of entities that the Search Results display on each page. If there are 100 entities in the search results, and the List View Page Size value is 20, then the search results will consist of 5 pages of 20 entities.
If you click the Get Info icon of a subcategory and you do not have access permission to the parent category, IBM InfoSphere Enterprise Records displays an error.
If your file plan hierarchy contains a large number of record categories, record folders, and records, the Search could result in errors, including timeout errors. For settings that you can modify to eliminate these errors, see the IBM InfoSphere Enterprise Records section in the P8 Troubleshooting Guide.