Filtering and Sorting Searches

The Search Editor can be used to refine a search by specifying specific Filters and Sort options.

Filter tab

To Filter search results that have not yet been run:

1. From the global Search panel, using the Search Object Selection drop-down list, select the Content Manager object type to be searched on, e.g. Records, Locations, User Labels.

2. From the global Search panel, click Search Editor

   The <ObjectType> Search dialogue appears.

3. Build the required search query as described in Search Editor

4. On the <ObjectType> Search dialogue, click Filter.

   The available Filter options will be displayed.

   NOTE: The available options on the Filter tab are dependent on the Content Manager object type being searched for.
   When searching for records and filtering by File Type if more than one file type is to be added, separate each file type with a comma and with no space after the comma, e.g. docx,xlsx,pptx

5. Select or complete the required Filter settings.

6. To save the settings as default options, select Save as Default Filter.

   To Filter the results for a displayed search result list:

7. From the global Search panel, using the Search Object Selection drop-down list, select the Content Manager object type to be searched on, e.g. Records, Locations, User Labels.

8. From the global Search panel, click Search Editor

   The <ObjectType> Search dialogue appears.

9. Select or complete the required Filter settings.
10. To save the settings as default options, select Save as Default Filter.
11. Click OK to filter the search result list.

Record Type tab

When searching for records, there is a Record Type filter option available. On this tab, Record Types options can be selected or cleared to include/exclude in the search results. These settings can also be set as default Filters.

Sort tab

To Sort search results that have not yet been run:

1. From the global Search panel, using the Search Object Selection drop-down list, select the Content Manager object type to be searched on, e.g. Records, Locations, User Labels.

2. From the global Search panel, click Search Editor

   The <ObjectType> Search dialogue appears.

3. Build the required search query as described in Search Editor

4. On the <ObjectType> Search dialogue, click Sort.

   The available Sort options will be displayed.

   NOTE: The available options on the Sort tab are dependent on the Content Manager object type being searched for.

5. From the drop-down lists, select the fields by which you want Content Manager to sort the search results. You can choose up to 3 sort fields.
6. Select Descending to sort the results by the selected field in a descending order. By default, Content Manager sorts the list in an ascending order.
7. To save the settings as default options, select Save as Default Sort Fields.

To Sort the results for a displayed search result list:

1. From the global Search panel, using the Search Object Selection drop-down list, select the Content Manager object type to be searched on, e.g. Records, Locations, User Labels.

2. From the global Search panel, click Search Editor

   The <ObjectType> Search dialogue appears.

3. From the drop-down lists, select the fields by which you want Content Manager to sort the search results. You can choose up to 3 sort fields.
4. Select Descending to sort the results by the selected field in a descending order. By default, Content Manager sorts the list in an ascending order.
5. To save the settings as default options, select Save as Default Sort Fields.
6. Click OK to sort the search result list.

Options tab

When you enter your criteria for a search, one of the tabs available to you is Options.

It enables you to specify to return items in your search results based on:

• When searching for items assigned to you - i.e. when you are logged on as yourself and looking for items assigned to you

  • Include all locations that have delegated to you - select for Content Manager to also return items that are assigned to a Location that you are a delegate of

  • Include all locations that you belong to - select for Content Manager to also return items that are assigned to a Location you belong to

• When searching by assignee - of a record, Action, To Do Item or scheduled task

  • Include a person's position - select to also find items that have a Position Location in the field Assignee that the person is a member of

• When searching for records using the default method - set your search preference

  • Include matching record numbers - on by default - include records numbers

  • Include matches in record titles - on by default - include record titles
  • Include matches in record notes - broaden search to include record notes

  • Include matches in record content - broaden search to include electronic record content

• Save as default options - select to save the selected options in this tab as default