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

If you frequently run the same search, you can save it for future use. Saved Searches allow you to quickly apply predefined filters without rebuilding your query each time. To save an Advanced Search query you can either go to the Advanced Search page or the Disposal page.

Saving a Search

1. After configuring your search filters, click Save As
2. Enter a descriptive title for your saved search.
3. The saved search will be stored for your personal use unless shared 

Permissions for Saved Searches

There are four relevant permissions when working with Saved Searches:

• View Saved Searches (Sharing Enabled)

• Manage Saved Searches (Sharing Enabled)

• View Saved Searches (Normal)

• Manage Saved Searches (Normal)

The difference between the Sharing Enabled permissions and the normal permissions is that Sharing Enabled controls the ability to share saved searches with others in your organization.

For example: if you want to manage and share saved searches, you’ll need both “Manage Saved Searches” and “Manage Saved Searches (Sharing Enabled)” permissions.

Shared Saved Searches

The Shared Saved Searches feature allows you to make your saved searches available to other users in your organisation, but only to those with the correct permissions.

When you share a saved search:

• It becomes visible to any user with View Saved Searches (Sharing Enabled) permission in their security profile.
• Other users cannot see your saved search unless they have that permission.
• You will see a confirmation message before sharing, reminding you of this.

Security Profile Permissions for Shared Searches

Two security profile permissions control shared saved searches:

1. Two security profile permissions control access to this feature:

   1. View Saved Searches (Sharing Enabled)

      • Allows a user to view searches shared by others.

      • Does not allow sharing, unsharing, editing, or deleting.

   2. Manage Saved Searches (Sharing Enabled)

      • Allows a user to create, share, unshare, edit, and delete their own saved searches.

      • Does not allow editing or managing other users’ saved searches.

Sharing a Saved Search

1. Create your search as usual.
2. Select Share next to the saved search or from the search toolbar.
3. Enter a title for the saved search if not already set.
4. Confirm the sharing action when prompted, this ensures you understand the search will be visible to anyone with View Saved Searches (Sharing Enabled) permission.

Unsharing a Saved Search

If you have previously shared a saved search, you can remove access for other users by unsharing it.
Unsharing a saved search will make it private to you and it will no longer be visible to users with the View Saved Searches (Sharing Enabled) permission.

To unshare a saved search:

1. Select the saved search from the list.

2. Click Unshare.

3. The saved search will immediately be removed from the view of other users.

Viewing Saved Searches

In the Use Saved Search list:

• Each saved search entry now displays:
  • Title: The saved search name.
  • Shared: Yes with an icon if shared, No if private.
  • Created By:  The email of the user who created the saved search.
  • Last Modified Date: The most recent update date for the search.

You can filter by shared status, title, user, and modified date 

Deleting a Saved Search

If you have the Manage Saved Searches (Sharing Enabled) permission:

1. Select the saved search from the list.
2. Click Delete.
3. Confirm the deletion when prompted.

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.
Contains any of	Find records that match any of the keywords added to the search. Example: A search for records that have item numbers that match “1”, “2”, “3” will return records with any of those item numbers. This operator is very similar to having an OR operator within the search itself. e.g. Show me all records that are x, y or z.