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Use

The Find activity is offered for all element types. The search interface is the same whether you are searching for records, documents, notes, record models, or file plans. This search interface is described below. For a description of the Find activity for all other elements, see Activities for Element Types and Elements.

Activities

  1. Position the cursor on one of the element types Records, Documents, Notes, Record Models, or File Plans, and choose Find from the context menu. The search only finds elements of the element type on which your cursor is positioned when you choose Find.

A dialog box is displayed. in which you can restrict your search by entering attribute values. The hit list then only contains elements that have these attribute values. If you do not enter any attribute values, all elements are returned that belong to the element type selected at the start of the Find activity. To search using attribute values, proceed as follows:
  1. Use the input help in the Attribute column to select the attribute for which you want to enter a value. If you want to enter values for more than one attribute, select these in the subsequent lines.
  1. In the Option column, use the input help to select an option. For example, to search using a wild card (*), select the Template option.
  1. Enter a value for the selected attribute. You can enter an interval using the from and to columns.
  1. Choose This graphic is explained in the accompanying text Start Search.

The tab page Results list is displayed, where you can view the hit list from your search. The elements in the hit list all have the attribute values that you have specified. The attribute values are displayed for each document in the columns. The standard functions for lists are also available using the symbols.
  1. Select a document and choose This graphic is explained in the accompanying text Apply Selection.

The selected element is displayed and inserted into the record (or into the Organizer or History, as appropriate).

Special Functions

Key word catalog

If a key word catalog has been created in Customizing, the key word catalog is available when you assign a value to the Key Word attribute. The key word attribute can have more than one value.

In the From column, open the input help. The key word catalog is displayed. This is a hierarchically organized group of key words, from which you can select one or more words using a double click. If you select a key word in a lower hierarchy level, all the key words above this word in the hierarchy are also selected. To use the key words for the search, choose This graphic is explained in the accompanying text.

Saving the search query

If you anticipate using the search regularly using the same entries, you can save the search query using This graphic is explained in the accompanying text . The search query is saved on an individual level, so that only you have access to it. You can save any number of search queries. You can select a search query that you have saved from the selection list. If you want to execute a new search query, select the empty field from the list.

Access to old versions

You can use the Only current results checkbox to determine whether old versions of the element are also included in the hit list, or only the current versions. The checkbox is selected in the standard setting. If you deselect the checkbox, all versions are listed in the hit list. The version number of the element is displayed in the Version column.

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