Performing a Profile Search

To perform a profile search:

  1. Click the Profile Search left navigation button.

    The Profile Search window opens.

  2. Enter your search criteria in the profile form field(s) and then click OK.

    The search results will appear.

    Below is a description for each field on the Profile Search form. Information entered in these fields is not case sensitive.

    Table 4-1: Profile Form Search Fields

    Field Name Description
    Search Libraries Click the Search Libraries fly-out menu, then select the libraries in which the profile search needs to be performed. This menu contains the list of remote libraries for the login library. After the search is finished, the selected libraries will be stored for the next profile search.
    Document Name The name of the document. You can enter the full document name (up to 240 characters) or enter a partial name and a wildcard character.
    Author The User ID for the document author. Use this field to have DM find documents created by a particular author. Click the Author table lookup button (...) to find a particular value.
    Document Type The Document Type field identifies document categories such as MEMO, LETTER, or REPORT. Enter a value in this field to have DM find items of this type. Click the Document Type table lookup button (...) to find a particular value.
    Application The ID of the application used to create this document. Enter a value in this field to have DM find documents created with this application. Click the Application table lookup button (...) to find a particular value.
    Doc. # The unique library document number assigned to a document when it is created in DM. You cannot use wildcard characters in this field.
    You can search for multiple document numbers or a range of numbers using a comma and a space or two numbers separated by “TO”. For example, if you entered 180, 245 Document number 180 and 245 would be found. If you entered 180 TO 182 Document number 180, 181, and 182 would be found.
    Created By The User ID of the person who created the document. Click the Created By table lookup button (...) to find a particular value.
    Date Created The date on which the document was created. Enter a specific date to search. If you want to search multiple dates, use the Date Range field.
    Type Click the Type drop-down menu and select one of the following Retention Types to search: Archive, Delete, Keep, Optical, or Template.
    Last Edited By The User ID of the last person who modified the document and the date it was modified. Click the Last Edited By table lookup button to find a particular value.
    Date Range The Date Range includes the date when the document’s storage type is scheduled for processing. Because this date depends on how many Retention Days were set in the Document Profile and when the last edit was, the Date Range criterion is ideally suited for multiple document searches.
    For example, to find documents archived during the first quarter of 2013, enter 01/01/13 TO 03/31/13.
    SeeDate Searching Syntax below.
    Edit Date The date on which the document was last edited.
    Search for The text string for full-text searching. This string can contain wildcard characters. See Content Searching SyntaxContent Searching Syntax Content Searching Syntaxfor instructions on how to perform a content search.
    in: The location where DM should look for search parameters. Click the drop-down menu and select one of the following:
    •

    Document contents — Searches the text inside the document.

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    Profile fields – Searches the document’s profile form information.

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    Document contents and Profile fields – Searches the text inside the document and the document’s profile form information.

    Secured Documents If a document is secured, only those users who have been granted access to the document can work with it. This option allows the user the following search modes:
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    Shaded check box (starting state): All documents that meet the search criteria, both secured and not secured, will be returned on a Search Results page list.

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    Cleared check box: Only documents that meet the search criteria and are not secured will be returned.

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    Selected check box: Only documents that meet the search criteria and are secured documents will be returned.

    Status The status of the document. Use this field to have DM retrieve all documents with this status. Some possible values are Available, Document Being Edited, Profile Being Edited, Checked Out, Not Available, Being Indexed, Archived, Being Archived, Deleted, or Read-Only.
    Message item Searches for email messages saved to DM.
    Keywords The keywords assigned to the document.

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