Record Search Record Types tab

When searching for records, you can use the Record Types tab to filter your search results by the Record Types the records are using.

A different version of the tab appears when the Content Manager administrator has optimised Content Manager for a large number of Record Types by using the System Options - Object Cache page and selected Optimize performance for large numbers - Record Types. For this tab, see the section Optimised Record Types tab below.

  • Tag the Record Types whose records you want to include in the search results.

    By default, Content Manager will include all Record Types.

  • Tag the Record Types whose records you want to include in the search results.

    By default, Content Manager will include all Record Types.

  • Clear the tag beside a Record Type you do not want to find records for
  • Right-click in the window for the commands:
    • Tag All - tags all Record Types
    • Untag All - clears all tags
    • Invert All Tags - tags untagged items and clears tags on tagged items
    • Tag Every - use to select all Record Types that fit a category, for example, when you select Documents, Content Manager will include only records with Record Types with document behaviour.

      The Record Type categories are:

      • Document
      • Folder
      • Paper Folder
      • Box
      • Series
      • Series Item
      • Document Template
      • Document Content Block
  • Save as Default Record Type Filters - select to save your changes to the filter settings for future searches.

    Saves the default filters for searches with this particular purpose.

    For example, saving the filters for Location searches does not affect default filters set for record searches.

    NOTE:

    • Save as Default Record Type Filters does not save the sort options.
    • Save as Default Record Type Filters does not apply to Content Manager trays - for example, In, Due or Work trays.

      To apply filters to a tray, create a saved search with the appropriate criteria and filters.

This tab appears when the Content Manager administrator has optimised Content Manager for users that have access to more than 30 Record Types.

It makes it easier to include or exclude large numbers of Record Types for record searches.

  • Select how you would like the Record Type filter to work - select from the options:
    • No filtering, include all Record Types I am allowed to view

      Content Manager will include records of all Record Types in the search results.

    • Only show Record Types that appear in the list below - select the Record Types below that you want Content Manager to find records for
    • Do not show any of the Record Types in the list below - select the Record Types below whose records you want Content Manager to exclude from the search result
  • Enter a prefix or a value for a Record Type, then press Add - type the beginning of a Record Type name or click KwikSelect to search for specific Record Types
    • Click Add to add the Record Type to the list below.

Repeat for as many Record Types as you want to use for filtering.

  • Click Remove to remove a Record Type from the list.
  • Save as Default Record Type Filters - select for Content Manager to save the Record Type filters as default for record searches

    For example, saving the filters for Location searches does not affect default filters set for record searches.

    NOTE:

    • Save as Default Record Type Filters does not save the sort options
    • Save as Default Record Type Filters does not apply to Content Manager trays - for example, In, Due or Work trays.

      To apply filters to a tray, create a saved search with the appropriate criteria and filters.