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Home > Alfresco Records Management 2.2 > Using Records Management > Searching records > Creating a search

Creating a search

You can search all the contents of your Records Management site. You can narrow the results of your search by specifying relevant metadata fields and container types (category, folder, record). Once you create a search, you can save it to use again.
See Advanced search options [1] for how to get the most out of the search facility.
  1. On the Records Search Criteria tab enter a search term in the box.
  2. If you want you can use the Insert Field and Insert Date options to do a more advanced search.

    Search criteria Description
    Insert Field Select from the options available what you want to search for. When you select an option it's added to the field below where you can then enter your search criteria. For example if you select Disposition Schedule > Disposition Action Name, the field name dispositionActionName: is added and you can then type a disposition action name, such as dispositionActionName:cutoff. Don't insert a space between the colon and the search term. You can select multiple criteria.
    Insert Date Select a date to search on or even multiple dates, see searching for date ranges [2].
  3. Expand the Results options section and specify the content you want displayed in the search results.
    1. In the Metadata section, select the metadata fields that you want to display in the search results. The metadata name becomes a column title in the results table, which can then be sorted.
    2. In the Order section, specify how you want to sort the search results.
    3. In the Components section, select the type of components you want the search to return.
  4. Click Search.

    The search results display in a table on the Results tab.

Clicking New Search returns you to the Criteria tab and clears the search fields, setting them to their default values. This lets you easily create a new search.
  • Search query examples [3] Use these examples to see how the Insert Field and Insert Date options work.
  • Search field options [4] If you select to Insert Field for a search, then the following fields are available if you select a Content, Record, or Disposition Schedule field.
  • Search record type field options [5] If you select to Insert Field for a search, then the following fields are available if you select a Web Record, Scanned Record, PDF Record, or Digital Photograph Record field.
Parent topic: Searching records [6]

Search query examples

Use these examples to see how the Insert Field and Insert Date options work.
Finding folders/records due for cut off before 1st Jan 2010
dispositionActionName:cutoff and dispositionActionAsOf:[MIN TO "2010-01-01"]
Finding records due for transfer before 1st Jan 2010
dispositionActionName:transfer and dispositionActionAsOf:[MIN TO "2010-01-01"]
Finding categories or folders with a monthly cycling date
vitalRecordReviewPeriod::month
Note: Ensure that you've selected the component in the Results options section.
Parent topic: Creating a search [7]

Search field options

If you select to Insert Field for a search, then the following fields are available if you select a Content, Record, or Disposition Schedule field.
Title Field name Description
Keywords (text and name) keywords Used to search for the name, title, description fields, and text. This field is tokenized.
Identifier identifier The unique identifier for the record. The system generates this identifier.
Name name The name of the record. This is populated with the name of the file that was uploaded.
Title title The title of the record. This is populated with the name of the file that was uploaded. Change the value to show the title of the record.
Description description A short description of the record.
Creator creator The person(s) who created this record.
Created created The date that this record was created.
Modifier modifier The last user to make any modifications to this record.
Modified modified The time that the last modification occurred.
Author author The name of the document author(s).
Originator originator The person or department in the Originating Organization.
Date Filed dateFiled The date that the record was filed.
Publication Date publicationDate The date that the record is published. Select the date from the calendar selection box.
Review Date reviewDate The date that this record is due for review.
Originating Organization originatingOrganization This is who created the document/record in the first place. Often this will be the organization running the software, but in some cases might be an external organization.
Media Type mediaType The type of the media.
Format format The media on which the record is stored.
Date Received dateReceived The date that the record was received from the originator.
Location location The physical location of the record. This is mainly applicable to non-electronic records.
Addressee address The address of the originating organization to be used for correspondence.
Other Addressee otherAddress The CC list from an email.
Supplemental Marking List markings This list is defined in the RM List of Values tool in the Records Management Console.
Disposition Events dispositionEvents User defined disposition events.
Disposition Action Name dispositionActionName The name of the disposition action. The values can be Accession, Destroy, Retain, Transfer, and Cutoff.
Disposition Action As of Date dispositionActionAsOf The date that the disposition action occurred.
Disposition Events Eligible dispositionEventsEligible Specifies whether this record has any eligible events. The values can be true or false.
Disposition Period dispositionPeriod The period of time to which the disposition action is set. The values can be day, fymonthend, fyquarterend, fyyearend, monthend, quarterend, yearend, immediately, month, none, notset, quarter, week, or year.
Has Disposition Schedule dispositionSchedule Specifies whether this record is under a disposition schedule. The value can be true or false.
Disposition Instructions dispositionInstructions The text summary of the disposition steps.
Disposition Authority dispositionAuthority The legislation relevant to the disposition instructions, in particular, relating to the disposal of the record. For example, GRS 2 Item 7.
Hold Reason holdReason The reason that the record is in the Hold area.
Vital Record Review Period vitalRecordReviewPeriod The review period set for a vital record. The values can be day, fymonthend, fyquarterend, fyyearend, monthend, quarterend, yearend, immediately, month, none, notset, quarter, week, year.
Parent topic: Creating a search [7]

Search record type field options

If you select to Insert Field for a search, then the following fields are available if you select a Web Record, Scanned Record, PDF Record, or Digital Photograph Record field.
Note: These options are only available in DoD 5015.2-STD compliant Records Management sites.
Record type Special type name Description
Scanned records dod:scannedFormat Image Format
Scanned records dod:scannedFormatVersion Image Format Version
Scanned records dod:resolutionX Image Resolution X
Scanned records dod:resolutionY Image Resolution Y
Scanned records dod:scannedBitDepth Scanned Bit Depth
PDF records dod:producingApplication Producing Application
PDF records dod:producingApplicationVersion Producing Application Version
PDF records dod:pdfVersion PDF version
PDF records dod:creatingApplication Creating application
PDF records dod:documentSecuritySettings Document security settings
Digital photograph records dod:caption Caption
Digital photograph records dod:photographer Photographer
Digital photograph records dod:copyright Copyright
Digital photograph records dod:bitDepth Bit Depth
Digital photograph records dod:imageSizeX Image Size X
Digital photograph records dod:imageSizeY Image Size Y
Digital photograph records dod:imageSource Image Source
Digital photograph records dod:compression Compression setting
Digital photograph records dod:iccIcmProfile ICC/ICM profile
Digital photograph records dod:exifInformation EXIF information
Web records dod:webFileName Web file name
Web records dod:captureMethod Method of capture
Web records dod:contentManagementSystem Content management System
Web records dod:webPlatform Web platform
Web records dod:webSiteName Web site name
Web records dod:webSiteURL Web site URL
Web records dod:captureDate Date of capture
Web records dod:contact Capture contact
Parent topic: Creating a search [7]
Source URL: https://docs.alfresco.com/rm2.2/tasks/rm-search-create.html

Links:
[1] https://docs.alfresco.com/../concepts/rm-search-syntax.html
[2] https://docs.alfresco.com/rm-search-daterange.html
[3] https://docs.alfresco.com/../concepts/rm-search-examples.html
[4] https://docs.alfresco.com/../concepts/rm-search-fields.html
[5] https://docs.alfresco.com/../concepts/rm-search-specialfields.html
[6] https://docs.alfresco.com/../concepts/rm-search.html
[7] https://docs.alfresco.com/../tasks/rm-search-create.html