IBM Enterprise Records, Version 5.1.2    

Searching for records by using stored searches and templates

In addition to searching for specific IBM® Enterprise Records entities on the Search tab, you can also use search templates or stored searches created in Application Engine or Workplace XT.

When a search template designer saves a search in the <FPOS>:\Records Management\Templates directory and enters RM as the application name, the search displays in the Search tab. Select Search Templates and Stored Searches to see the list of searches on IBM Enterprise Records' Search tab. Only searches created with RM as the value of the Application Name field display in IBM Enterprise Records.

Important: Searches created and saved from the IBM Enterprise Records administration client cannot be used when you use the traditional IBM Enterprise Records user interface. Searches in the IBM Enterprise Records administration client are saved with a different ApplicationName value. This value is not listed in the traditional IBM Enterprise Records user interface.

Users with access to Author > Advanced Tools in Application Engine or Workplace XT can create and modify searches using Search Designer. While creating search templates, you can use the RM Entity Type property to specify or filter out the IBM Enterprise Records specific entities in the search results. The following table lists the IBM Enterprise Records entities along with their corresponding values:

Table 1. IBM Enterprise Records entities and corresponding values
RMEntityType Value Object Type*
Record Category 101 Folder
Record Folder 102 Folder
Electronic Record Folder 105 Folder
Physical Container 106 Folder
Hybrid Record Folder 108 Folder
Physical Record Folder 110 Folder
Volume 103 Folder
Electronic Record 301 Document
Email Record 302 Document
Marker 303 Document

*Custom objects are items like actions, locations, and record types. You can see the list when you display the Object Subclass menu in Search Designer.

When designing the search, you can list entity types that display as check boxes in the search template. Specify these types on the Object Types page. If you are using the search template, enter either the values in the earlier table or select the required Filter results against selected classes: check box to search for a particular entity type.

For more information about creating stored searches and search templates, see the Search Designer Help.

Stored search

A stored search already has all of its criteria defined by the creator. All you do is click the name. This action runs the search and presents the results as if you opened a folder. A stored search icon: Stored search icon

Search template

A search template generally allows you to see the search criteria and enter your own values. You do not change the properties on which you want to search or even the operators. You enter values for the criteria that are preselected by the designer. A search template icon: Search template icon

IBM Enterprise Records supports only the None option for a stored search or search template that includes a content-based retrieval (CBR) element. Other CBR options, such as ALL, are not supported.

The IBM Enterprise Records Search Template only searches for CBR keywords in the content of a declared document in a Record Object Store. The search template does not search for the text of the record properties, like the metadata in a File Plan Object Store.

VQL is the query language that is supported by the Autonomy K2 software, which underlies the Content Search Engine. For more information about VQL syntax, see the Autonomy documentation installed on the K2 Master Administration Server: http://<Master_Administration_Server_hostname>:9990/verity_docs/

To use a search template or stored search:

  1. Select the Search tab and click Search Templates and Stored Searches.
  2. Select any of the search templates or stored searches listed.
  3. Specify the search criteria in the selected search template and click Search. (Stored searches are immediately run without user input.)
  4. Click Restore Defaults to clear all the search criteria of the template. To clear an individual value from a menu, select the blank at the beginning of the list. Click the Clear link for a calendar icon to clear the date. Highlight text and press Backspace to delete it.

Search results are displayed in the page. You can sort results by clicking column headings. You can access information pages by clicking Get Info icons. You can display documents, open folders, and perform actions by using the contextual menu of an entity. To perform actions on multiple entities, select their check boxes and select the action from the Multi-Select Actions menu.



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Last updated: November 2013
use_stored_searches_and_search_templates.htm

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