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.
Users with access to 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:
inRMEntityType | 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.
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:
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:
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:
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.