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 RM 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 InfoSphere Enterprise Records specific entities in the search results. The following table lists the IBM Enterprise Records entities along with their 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 desired 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.
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:
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:
NOTE IBM InfoSphere 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
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.