Search

Introduction

Records365’s robust search engine allows you to explore all of your Records, no matter which content source they reside in.

Use quick, simple queries from the Search Bar at the top of each screen, or perform an Advanced Search to construct complex queries and use a wide range of search operators.

To save time you can also choose to save and re-use your most frequent search queries with the help of  Saved Searches. Your saved searches can then be used not only from the Advanced Search page but also from the Disposal views.

Quick Search

From any page in Records365, you can perform a quick search using the search bar at the top of the page. This search performs a Contains text search against the following properties of your Records:

• Title
• Record Number
• Author

Advanced Search

1. To perform an Advanced Search, click on the Advanced Search link next to the Search Bar at the top.

2. Enter a condition to search on:
   1. Select a Property
   2. Select a Operator
   3. Enter the Search text
3. The Advanced search can include multiple conditions. To add more conditions click on Add Condition to refine your search. Click on Search after the necessary conditions have been updated.

4. The Searching on field is editable and the logical operators AND/OR can be edited directly in this text box. You can also use parentheses if you want to indicate precedence of certain conditions e.g. 1 OR (2 AND 3). Click on the logical condition adjacent to the Searching on field. Click on Search to reflect the change in the search results. 

Saved Searches

1. To save an Advanced Search query you can either go to the Advanced Search page or the Disposal page.
2. Construct your query with one or more conditions and then click on the Save As button.
3. A sidebar will open up and prompt you to enter a Title for your saved search. Once you do that, click Save.

4. You can retrieve your search at any time by accessing the Saved Searches dropdown from the Advanced Search page or the Disposal page.

5. Upon selecting a Saved Search, the Advanced Search query is repopulated with the saved search criteria.

Editing Saved Searches

To edit an existing saved search perform the following steps:

1. Navigate to the Advanced Search page
2. From the Saved Searches dropdown select the saved searches that you would like to edit.
3. Make the changes you would like to the Saved Search.
4. Click the Save As button

Deleting Saved Searches

To delete an existing saved search perform the following steps:

1. Navigate to the Advanced Search page
2. From the Saved Searches dropdown select the saved searches that you would like to delete.

3. Click the Delete button under the search criteria.

Search Field Names

This section outlines some common Fields and their corresponding Search Field Names. 

Search Field Operators

Operator	Description
Is empty	Finds records where a specific detail hasn't been provided. Example: “RecordCategory” Is empty will return records that are yet to be classified
Not Empty	Finds records where a specific detail has been provided. Example: “RecordCategory” Is not empty will return records that are classified
Contains	Finds records that include a certain word or phrase within a specific detail. Example: “Title” contains "Report" will return all records that have report in their title.
Does Not Contain	Finds records that exclude a certain word or phrase within a specific detail. Example: “Title” does not contain "FY24" will return all records that do not have “FY24” in their title.
Equals	Finds records that exactly match a certain word or phrase in a specific detail. Example: A record title that equals "Financial Report" will return all records that matches that title exactly.
Does Not Equal	Finds records that exclude a certain word or phrase. Example: A search for a record where “Title” does not equal "Financial Report" will return all records that matches that title exactly.
Begins With	Find records that begin with a certain word or phrase. Example: A search for where “Title” begins with “FY24” will return all records that begin with that phrase.
Does Not Begin With	Find records that do not begin with a certain word or phrase. Example: A search for where “Title” does not begin with “FY24” will return all records that do not begin with that phrase.
Ends With	Find records that ends with a certain word or phrase. Example: A search for where “Title” ends with “FY24” will return all records that end with that phrase.
Does Not End With	Find records that does not end with a certain word or phrase. Example: A search for where “Title” does not end with “FY24” will return all records that do not end with that phrase.
Equals to any of	Find records that match exactly any of the keywords added to the search. Example: A search for records that have item numbers that match “1”, “2”, “3” will return all records with any of those item numbers.