Save search
To make a search available to users, you must add it to a folder in an object store. If the folder you want to use does not exist yet, you can create it before or while adding the search. See To add a new folder or To add a folder prior to creating a search below.
NOTE Use the Application Name property to indicate a stored search or search template be used with a specific application. For example, RM could be the property value for Application Name. The stored search or search template defined with this property will then be only used with Record Manager.
If this property value is left blank, the stored search or search template can be accessed from Workplace.
- Choose Add New from the File menu or click the Add New button.
- If the default (last used) object store and folder needs to be changed, click the Browse button to choose a new location for your search. You can choose any object store regardless of where the search looks for documents. Choose a location that the intended users have access to. They will need to be able to browse to the search or locate it on a shortcuts page to select it.
- Navigate to the folder in which you want to place the search. You can double-click an item in the list or click the Open button when an item is selected. Click the Select button to select a highlighted folder. If you want to back up to a higher level, use the drop-down menu in the Look In box or the icons at the top of the window. You can also create a new folder for your search using the Add New Folder button. See To add a new folder below. For more details about the icons, see Select subfolders.
- After selecting a folder (which returns to the previous screen where you click Next), enter a title, description, and application name to help users locate the search later. When saving a modified search, check the properties and update them if necessary before clicking Next.
- The Document Title, Description, and Application Name are optional. However, if you do not enter a Document Title, the user will see "undefined name." Anyone who later attempts to check out the search will see an icon with no name.
- Click Next to specify security settings or click Finish to accept default security settings and complete the save.
- If you are specifying security settings, check the default settings and update them if necessary before clicking Finish. These security settings control access to the search itself, not the documents the search is designed to locate.
- After noting the Successfully Saved message in the status line, you can preview the search via the Launch option or by logging on as a user who will use the search.
When saving a search, you can create a new folder in which to store your search.
- Navigate to the object store where you want to add a folder or to the folder in which you want to add a subfolder. (Click Browse if necessary.)
- Click the Add New Folder button.
- Choose a class for the folder. (Click the Browse button to see if there are additional choices for the Class field. Click an up-pointing triangle on Windows or right-pointing triangle on Mac to show more classes.) Different folder classes might display different properties.
- Enter at least the required property data (indicated by a red asterisk) and click Next (to set security) or Finish.
- Review or update the security on the folder (if you clicked Next) and then click Finish.
You can now finish saving the search as described at the top of this page (Step 4).
To add a folder prior to creating a search
- In Browse, select the object store.
- Navigate to the folder in which you want to create a new folder or stay at the root level of the object store.
- Click the Add New Folder button.
- Complete steps 3 through 5 above for adding a new folder.
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