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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.

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

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


  1. Enter a condition to search on:
    1. Select a Property
    2. Select a Operator
    3. Enter the Search text
  2. 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.
  1. 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

Saved Searches are private to each individual and will not be shared with the rest of your organization.

  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.
  1. You can retrieve your search at any time by accessing the Saved Searches dropdown from the Advanced Search page or the Disposal page.
  1. 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.
  1. Click the Delete button under the search criteria.

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