IBM FileNet P8, Version 5.1.+            

Modify a search

To modify a search, you check it out of the object store (using Search Designer, not 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.

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.

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

Note: If you change object stores, object types, or any of its subclasses in a search you've checked out, all search criteria needs 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.

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 actions:
    • 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

To save your current changes

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 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.



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Last updated: July 2011


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