IBM Enterprise Records, Version 5.1.+            

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 Workplace.

When a search template designer saves a search in the <FPOS>:\Records Management\Templates directory and enters IBM Enterprise Records as the application name, the search will appear 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 appear in IBM Enterprise Records.

Users with access to Author > Advanced Tools in Workplace 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, record types, and so on. You can see the list when you display the Object Subclass drop-down menu in Search Designer.

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

Refer to the Search Designer Help for more information about creating stored searches and search templates.

Stored search

A stored search already has all of its criteria defined by the creator. All you do is click the name. This runs the search and presents the results just as if you had opened a folder. A stored search icon looks like this: 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 just enter values for the criteria that have been preselected by the designer. A search template icon looks like this: search template icon

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

VQL is the query language that is supported by the Autonomy K2 software, which underlies the Content Search Engine. For more information on VQL syntax, refer to 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 executed without user input.)
  4. Click Restore Defaults to clear all the template's search criteria. To clear an individual value from a drop-down menu, select the blank at the top of the list. Click the Clear link to the right of a calendar icon to clear the date. Highlight text and press Backspace to delete it.

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

 



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Last updated: August 2011
use_stored_searches_and_search_templates.htm

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