Document Management search methods

You can search for records by document management criteria:

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 Document Management
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:
   • Checked Out On - finds all records that were checked out on a particular date or range
   • Checked Out To - returns all electronic records or documents that have been checked out by the specified Location. Leave the Location field blank to search for all checked out documents.
   • Date Modified - search by the date field Last Modified for an electronic document
   • Document Last Accessed Date - the date the electronic document was last extracted from the document store. The store must be set to record that date.
   • Document Store - finds records in a specific document store, specified in the field Document Store
   • Email Conversation Id - finds records based on a value for the record properties field Email Conversation ID
   • Email Message Id - finds records based on a value for the record properties field Email Message ID
   • Extension - searches for records by their attached electronic document type, i.e. their file extension.

     Type a file extension into the text box - for example, doc, bmp, jpg - and Content Manager will find all records that have attached electronic documents of this document type.

     Electronic documents in existence before an upgrade of Content Manager that included this search method are not automatically included in the document type index.

     To include these existing documents in the index, in Content Manager Enterprise Studio, right-click a dataset and on the Utilities menu, point to Repair and then click Document Type Indexes.

     See also Search Filter tab.

   • Has Email Attachments - finds records that have an email attachment
   • Internet Media Type - finds records with a particular value for the record properties field Internet Media Type
   • Is Electronic - finds records that either are records with electronic documents or not
   • Offline Record - finds records that either are Offline records or not
   • Size - finds records based on their size in bytes
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.