New in version 8.0
This option allows searches to be designed and saved by administrators.
The interface for saved searches has been significantly enhanced from version 7.1.
Note that in addition to moving saved search maintenance to it's own module under administration tasks and adopting a multi-form design for access to criteria groups, the new auto-run and run-time prompting features described further below can significantly improve search ease of access and ease of use for users.
Note:
The searches maintained here can be accessed by users by clicking the
Saved Search
icon in the header area of the Active and Recent Searches form in the Search module.
A blank maintenance form is displayed when first entering, with the following Toolbar options:
New Saved Search List saved Searches
Choose one of the above to start the form creation or editing process.
Saved Search Maintenance form, with the Libraries form selected
To configure a saved search, enter a name, select one or more libraries, enter search criteria, and save the search. When run by a user, any document in the selected libraries that meets the criteria will be selected. All entered criteria must be be true when applied to a given document for the document to be selected.
Instructions
The name is a unique identifier for this saved search, and is what is presented to the user when selecting a saved search.
If the auto-run button is selected, then the search begins immediately when selected. If not, then the search form is presented, allowing the user to edit the search criteria (see run-time prompting, below). Note that run-time prompt forms will always display and prompt even if 'run without form' is checked.
The type field is used to categorize the list of saved searches presented to the user. Saved searches given the same category are listed together.
A search can span one or more libraries. All searches search at least one library.
The filter is a simple word, phrase, or wildcard that is checked against all the data in the archive. To use a wildcard, simply use an asterisk (*) to represent any number of characters (including none), or a question mark (?) to represent any single character. If you want an actual * or ? character, enter it as \* or \? instead.
Additional criteria can be specified on other tab pages. Click Types, Dates, or Fields to access these pages.
Runtime Prompting
If some or all of a criteria should be entered at runtime by the user, you can enter a run-time prompt using the syntax: {{prompt text}}. Prompts discovered at runtime are presented in a form before the search is executed. User responses to the prompts replace the {{...}} text in the criteria.
Document Types form
Dates form
Fields form
Help for Fields form:
The search fields recognize these formats:
| • | Any field can contain a list of items by entering each element separated by a comma (,) or the word or. Any item in the list may satisfy the selection criteria. For example, aging, trial balance to find either "aging" or "trial balance". |
In place of a comma, you can use a semi-colon (;) or the word and to indicate that all items listed must satisfy the selection criteria. For example, "invoice;12/15/06" will find documents with both "invoice" AND "12/15/06". This "and" logic can be very useful in keyword field or text content searches.
At the beginning of any element, place an exclamation point (!) or the word not to indicate the criteria should not be true. For example, !scan in the Sub IDs field would find documents without a sub ID containing the text "scan".
| • | Any item may be a wildcard by including * or ? characters to represent any number of characters or any single character, respectively. For example, po ??123 to file "po", a space, any two characters, and "123". |
| • | Any item may be a range by separating the starting and ending values with a dash (-). For example, 000100-000199 in the Doc ID field to find a range of document ID values. |
| • | Any item may be a regular expression by prefixing it with a tilde (~). For example, ~[A-Z][0-9][A-Z] [0-9][A-Z][0-9] to find Canadian postal codes. |
| • | To prevent interpretation of a comma, wildcard, dash, or tilde as described above, surround the item in quotes (") or prefix the individual character with a backslash, such as \*. |
The search can run faster with enough information in the following fields. To utilize this, wildcards must not prevent identifying the starting characters of the field (i.e. do not use *value*), and can't use a regular expression.
| • | A document ID with enough starting characters to be as unique as possible |
| • | A date or limited date range |
| • | A category of at least two or three segments |
| • | A title with enough starting characters to be as unique as possible |
Note that document types and IDs are case-sensitive, unless fully wildcarded (*value*).
If some or all of a criteria should be entered at runtime by the user, you can enter a run-time prompt using the syntax: {{prompt text}}. Prompts discovered at runtime are presented in a form before the search is executed. User responses to the prompts replace the {{...}} text in the criteria.