Content Manager 25.1 Content Manager

# Contacts, People and Places search methods

You can search for records by their Locations.

1. From the Search menu, select Find Records
2. At the bottom of the dialogue, click the Editor button and make sure that the Boolean search editor is selected
3. Click KwikSelect beside the Search By box
4. Click the expand symbol to expand Contacts, People and Places
5. Select one of the search methods.
   In the space below the list, you can see more detail about the search method.
   The column Caption shows the field or data the search method is about, for example:
   - Addressee - searches by the addressee that is attached to a record
   - Assignee - searches by the Assignee Location of a record. Assignee is the current Location of a record.
   - Assignee Details - finds records by certain properties to do with the Assignee and the record, for example, records that have been assigned to Joelisa since Monday, records due for return on Tuesday
   - At Home - finds records that are At Home, i.e. Assignee is the same as Home
   - Author - searches by the author that is attached to a record
   - Client - searches by the client that is attached to the record
   - Contact Details - finds records by certain properties to do with the Contacts and the record, for example, records that have had Joelisa as a Contact since Monday
   - Contact Location - returns records that have a certain Contact attached
   - Creator - searches by the Location who created the record
   - Home - where the record normally is to be returned to when it is not being used
   - Home Details - finds records by certain properties to do with the Home Location and the record, for example, records that have been at a certain Home Location since Monday
   - In Holding Bay - finds all records in the Holding Bay of a specific Space
   - In Space - finds all records in a specific Space
   - In Space Or Holding Bay - finds all records in a specific Space or its Holding Bay
   - Last Updated By - finds records based on who last updated them
   - Locked By - finds workflows locked by a specific user
   - Original Assignee - finds activities based on the original assignee
   - Other Contact - searches by any other Contact that is attached to a record.

     This will also search for any customised Contact Types.

   - Owner - the Person (Staff Member), Organisation (Unit) or Position that is responsible for the record
   - Representative - searches by the representative that is attached to a record
   - Suspended By - finds activities suspended by a specific user
   - Use Address Of - locations using a 'use address of' setting will be included in the result if their 'use address of' location matches the search criteria
   - Use Profile Of - locations using a 'use profile of' setting will be included in the result if their 'use profile of' location matches the search criteria. This option also applies to the security level search
6. Click OK to return to the Search for Records dialogue
7. Select the options to use for the search and click OK to run the search.
   Content Manager returns the search result.

TIP: Use me, myPosition, myUnit or myOrganisation to simplify the record search. When using the string search editor, to perform a recursive record search, append a plus sign (+) to the Location. The search results will include records with the selected Location and all records with subordinate Locations.

NOTE:

- Email addresses can be used to identify a location, such as by Author, Addressee, Assignee, Creator, Owner and updatedBy.
- Staff members moving Locations - it is possible to search for and view records within an Organisation (Unit) including those currently assigned to Persons (staff members) and Positions within that Organisation. However, only those records that were moved to those Positions and Persons that were within the selected Organisation at the time of the relocation will appear for that Organisation.

  For example, if there is an Organisation called Operations and the Person Scott is in that Organisation and has a record moved to him, then a search for all records at the Assignee Location Operations will find the record marked to Scott.

  If the Person Scott is moved to another Organisation, then a search for all records marked to that Organisation will find any records that have been marked to Scott while he was in that Organisation, but not those records that were marked to him while he was in a different Organisation.

  The search reflects the accurate historical association of Persons, Positions and Organisation at the time a movement was made. Of course, a search for anything marked to Scott will locate all records marked to him regardless of the Position or Organisation he belonged to at the time of the movement.

  In the string search editor, append a plus (+) sign to perform a recursive search - the search will go down a hierarchical list and include any child Locations in its results.

- Searching for Contacts by Organisation - when you perform a search by Contacts - equal to an Organisation name - Content Manager will only retrieve records whose attached Contacts are the Organisation, not any Locations within that Organisation.

  Put a plus sign (+) after the Organisation if you want to display records with any Locations within that Organisation as well as records with the Organisation as a Contact.

- Records In Tray, Assignee and Home Location searches can return different results. The Records In tray will only display records that are assigned to the Location - the logged-in user. Any records marked to Home will not appear, even though Home and Assignee may be the same.

  For example, if the Assignee Location of a record is set to Home Location, and the Home Location is you, then your Records In Tray search will not find records whose Assignee Location is set to Home even though Home is your Location.

  The Records In Tray usually contains records that require some work, thus records that are marked to you require your attention. Records that are marked to you as their Home Location are probably in storage and require no attention.

Related information

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Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Contacts, People and Places search methods