Content Manager 25.1 Content Manager

# Reference and Control Numbers search methods

You can search for records by the numbers in them.

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 Reference and Control Numbers
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:
   - Accession Number - if the Accession Number field has been selected for any Record Type, then this option will enable to you list records within an accession number range.
   - Barcode - type the number of a barcode generated internally within Content Manager.

     You can view a record's internal barcode by right-clicking the record and selecting Administrative Tools - Record Numbers.

     Only users with the correct permissions can access this dialogue box, for example, a user of user type Administrator.

   - Classification - lists all records that were created from a Classification

     NOTE: Sublevel searching - Content Manager enables you to to search within sub-levels of the selected Classification. When you search a level but not the sub-level that a record was created in, you will find nothing. Your record may be in the child sub-level of the current level, but you have to know the exact child to search in. To set the search criteria to look in sub-levels of the selected level, in the Select From Classification dialogue box you must select the sub-level. Use the expand symbol in front of a level to open and select Classification sub-levels. Classifications also enable you to view any records created using a Classification. Any Classification that has been used to create records will have a expand symbol in front of it. Click it to display the records. See Finding Classifications.

   - Expanded Number - to search by the record's expanded record number
   - External ID - searches by the external reference number of a record, for example, the sender's reference of correspondence received.

     When you type text in the From field, Content Manager does not automatically complete the To field as for other range search methods.

     If you leave the To field blank, Content Manager performs a wildcard search. If the To contains text, Content Manager performs a range search.

   - Foreign Barcode - type the number of a foreign barcode / third-party number.

     You can view a record's foreign barcode by right-clicking the record and selecting Administrative Tools - Record Numbers. Only users with the correct permissions can access this dialogue box, for example, the administrator.
     If your organisation uses the field Foreign Barcode in list panes or view panes, you should use foreign barcode prefetching. See System Options Prefetching page.

   - Record Number - the number allocated to each record. You must type a record number exactly.

     For example, if there are parts to record number 02/01, and the parts are not numbered uniquely - a unique record number per part - then you need to type in the part number, 02/01-01 etc.

     You can also type in part of the number - for example, 02/ - and use KwikSelect to display a list of all record numbers starting with what you typed in.

   - Unique Identifier - to search by a record's unique identifier. To view a record's Content Manager unique identifier, add the field Unique Identifier to the Properties pane.
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: Searching for record numbers using the Work tray - you can also search for records using your Work tray by pasting record numbers into the work tray window.

For example, type up a list of numbers in Notepad and then copy and paste them into your work tray. This will set Content Manager to display those records when you display the work tray. They will be saved in your work tray until you remove them.

This method is very useful when working with large sets of record numbers.

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

Topic Title: Reference and Control Numbers search methods