Search Filter tab

Use the Filter tab on a Search search dialogue box to filter the search results.

For every search editor, you can choose between two filter tabs by clicking the Editor button and selecting it in the Filters menu:

Multi option filters are used when using the Boolean or Multi-field search editors.
The filters available to you depend on what you are searching for.

• Common options on the Search Filter tab -
  • Use default filters - available for Record and Location searches, by default, this option is selected. It will filter the search using the saved default filters. Clear this option to modify the default filter options.
  • Save as default filters - select for Content Manager to save the selected filters as 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.

An example of options available on the Filter tab:

Search for Records - Filter tab

• Records with Disposition - each record has a disposition.

  The disposition of a record refers to its position within the lifecycle of a record in your organisation:

  • Active
  • Inactive
  • Archived (Local)
  • Archived (Interim)
  • Archived (Permanent)
  • Destroyed

    TIP: Use the record disposition filters with the Date Registered or Date Created search method to search for records with a certain disposition.

    Set the disposition filters to include or exclude archived records from the search result list, which will possibly save you from having too many unnecessary records in your search results.

• Records with Record Class - each record has a set class.

  It is a status indicator for records in your organisation:

  • Vital
  • Corporate
  • Workgroup
  • Personal
  • Reference
  • Temporary
• Records with Date Registered Within - restricts the search results to have a certain Date Registered value.

  Records with Date Registered within - will return only records that were checked in to Content Manager within a certain number of days.

  Select from:

  • 7 days
  • 14 days
  • 30 days
  • 90 days
  • 360 days
• Finalised and Unfinalised - records may have multiple revisions of electronic documents attached to them.

  These revisions can be Declared as Final to indicate that the attachment will not be modified in the future.

  • Unfinalised - retrieves only those records that do not have a date in the Date Declared As Final field
  • Finalised - retrieves only those records that do have a date in the Date Declared As Final field
• File Types - to only show results with electronic documents of specific file extensions, for example *.docx or *.pdf

  See Other search methods.

• Within another Saved Search - use to combine your search criteria with that of a saved search in Content Manager.

  Click KwikSelect to select one of your saved searches.

• Save as Default Filters - select for Content Manager to save the selected filters as 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 Filters does not save the sort options.

  Save as Default 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.