Record search conditions - Use Documents - Foundation 24.1 - Foundation 24.1 - Ready - Perceptive Content - external

Use Documents

Platform
Perceptive Content
Product
Use Documents
Release
Foundation 24.1
License

When you use the Search tab for record searches, several conditions are available. The Add Condition dialog box allows you to build a search using a combination of the constraints, fields, operators, and values described in the following topic.

Record searching guidelines

When building a record search condition in the Add Condition dialog box, consider the following guidelines.

  • If you are performing a prompted search, a message box appears prompting you for a value to use in the search.
  • If you are performing a LearnMode search, you must select an application plan in the Add Condition dialog box.
  • If you are performing a variable search, you can select one of the following values to use as a variable for the current user: user name, first name, last name, title, organization, organization unit, locality, or user ID. You can also use the current date and time as a variable.

Composite property

Composite properties are defined by your Perceptive Content administrator. The operators that appear depend on the type of custom property.

Operators
is equal to
is not equal to
is less than
is greater than
is less than or equal to
is greater than or equal to
starts with
does not start with
ends with
does not end with
contains
does not contain
is blank
is not blank
is one of
is not one of
is between
is not between
Fields
The following fields are available when constraining by composite property.
Composite
In the Composite list, select a composite property.
Possible values include all composite properties the user can access.
Field
In the Field list, select a custom property.
Possible values include all custom properties associated with the selected composite.

Custom property

Custom properties are defined by your Perceptive Content administrator. The operators that appear depend on the type of custom property.

Operators
is equal to
is not equal to
is less than
is greater than
is less than or equal to
is greater than or equal to
starts with
does not start with
ends with
does not end with
contains
does not contain
is blank
is not blank
is one of
is not one of
is between
is not between
Fields
The following fields are available when constraining by custom property.
Custom property
Select a custom property.
Possible values include all custom properties the user can access.

Date

The following operators and fields allow you to search for records based on a date value. To specify a value, type a value or select a value from the calendar.

Operators
is equal to
is not equal to
is less than
is greater than
is less than or equal to
is greater than or equal to
is one of
is not one of
is between
is not between
Fields
The following fields are available when constraining by date.
Created
The date the record was captured.
Last viewed
The date a user last viewed the record.
Modified
The date a user last modified the record.

Declared property

The following operators and fields allow you to search for records based on the record’s metadata.

Operators
is equal to
is not equal to
is less than
is greater than
is less than or equal to
is greater than or equal to
starts with
does not start with
ends with
does not end with
contains
does not contain
is blank
is not blank
is one of
is not one of
is between
is not between
Fields
The following fields are available when constraining by record metadata.
Addressees
The name of the organizations or individuals to whom a record is addressed.
Possible values include any alphanumeric value.
Author
The person, office, or designated position responsible for creation or issuance of a record.
Possible values include any alphanumeric value.
Date filed
The date and time that the electronic document was filed and declared a record.
Format
The computer file format of the record.
Possible values include any alphanumeric value.
Media type
The material or environment on which the record information is inscribed.
Possible values include any alphanumeric value.
Originating organization
The official name or code identifying the office responsible for the creation of a record.
Possible values include any alphanumeric value.
Publication date
The date the author or originator completed the development of the record.
Received date
The date the addressees received the record.

Page metadata

The following operators and fields allow you to search for records based on the page metadata. The operators that appear depend on the type of metadata property.

Operators
is equal to
is not equal to
is less than
is greater than
is less than or equal to
is greater than or equal to
starts with
does not start with
ends with
does not end with
contains
does not contain
is blank
is not blank
is one of
is not one of
is between
is not between
Fields
The following fields are available when constraining by page metadata.
Email - Attachment count
The number of files attached to the email.
Possible values include any numeric value.
Email - Bcc
The email address of the recipient who was blind copied on the email.
Possible values include any alphanumeric value.
Email - Cc
The email address of the recipient copied on the email.
Possible values include any alphanumeric value.
Email - From
The sender’s email address.
Possible values include any alphanumeric value.
Email - Received date
The date the email was received.
Email - Reply to
The email address of the recipient who received a reply to the original email.
Possible values include any alphanumeric value.
Email - Sent date
The date the email was sent.
Email - Subject
The subject of the email.
Possible values include any alphanumeric value.
Email - To
The recipient’s email address.
Possible values include alphanumeric value.
PDF - Creating application
The application used to create initial record content.
Possible values include any alphanumeric value.
PDF - PDF version
The version of the PDF record.
Possible values include 1.0, 1.1, 1.2, 1.3, and 1.4.
PDF - Producing application
The application used to render content to PDF.
Possible values include any alphanumeric value.
PDF - Producing application version
The version of the application used to render content to PDF.
Possible values include any alphanumeric value.
PDF - Security settings
The security settings applied to the PDF record.
Possible values include any alphanumeric value.
Photo - Bit depth
The bit depth of the transferred file.
Possible values include any numeric value.
Photo - Caption
A short description of the image.
Possible values include any alphanumeric value.
Photo - Compression format
The file compression method used (if applicable) for the image.
Possible values include: CCITT G3, CCITT G3 2D, CCITT G4, Deflate, Huffman, IBM MMR, JBIG, JPEG, LZW, Packed Bits, Progressive, RAW, and RLE.
Photo - Compression level
The file compression level (medium, high, and so on) selected for the image.
Possible values include any alphanumeric value.
Photo - Copyright
A restriction on the use of the image due to a copyright or other intellectual property right.
Possible values include any alphanumeric value.
Photo - EXIF information
Exchangeable Image File Format (EXIF). The information embedded in the header of the image files (as TIFF tags or JPEG markers) by certain digital cameras. For example, the digital camera’s make and model.
Possible values include any alphanumeric value.
Photo - ICC/ICM profile
International Color Consortium/Image Color Management (ICC/ICM). The custom or generic color profiles, if available, for the digital camera or scanner used. For example, standard Red Green Blue (sRGB).
Possible values include any alphanumeric value.
Photo - Image height
The image height, in pixels.
Possible values include any numeric value.
Photo - Image width
The image width, in pixels.
Possible values include any numeric value.
Photo - Image source
The original medium used to capture the image.
Possible values include any alphanumeric value.
Photo - Photographer
The full name (and rank, if military) and organization (agency, if federal) of the photographer credited with the photograph, if available.
Possible values include any alphanumeric value.
Scanned - Bit depth
The bit depth relative to the image encoding standard.
Possible values include any alphanumeric value.
Scanned - Format
The format of the scanned image.
Possible values include TIFF (4.0, 5.0, and 6.0), JPEG, GIF (87a, 89a), BIFF, and PNG (1.0).
Scanned - Resolution
The image resolution relative to the image encoding standard.
Possible values include any alphanumeric value.
Web - Capture date
The date the record was captured.
Web - Capture method
The name and description of the harvester used to capture the file.
Possible values include any alphanumeric value.
Web - Contact
The point of contact information for the person responsible for capturing the web record.
Possible values include any alphanumeric value.
Web - Content management system
The application used to manage files on the web.
Possible values include any alphanumeric value.
Web - File name
The name of the web file.
Possible values include any alphanumeric value.
Web - Web platform
The software applications and, if available, intended browser applications and versions.
Possible values include any alphanumeric value.
Web - Website name
The title of the website from the landing page.
Possible values include any alphanumeric value.
Web - Website URL
The URL of the transferred content’s landing page.
Possible values include any alphanumeric value.

Record key

The following operators and fields allow you to search for records based on a record key value.

Operators
is equal to
is not equal to
is less than
is greater than
is less than or equal to
is greater than or equal to
starts with
does not start with
ends with
does not end with
contains
does not contain
is blank
is not blank
is one of
is not one of
is between
is not between
Fields
The following fields are available when constraining by record key.
File Plan
The file plan value for the record. If you specified a different label for the File Plan column for the selected view, the label you defined appears in the Field list.
Possible values include all file plans the user can access.
Field1
The Field1 value for the record. If you specified a different label for the Field1 column for the selected view, the label you defined appears in the Field list.
Possible values include any alphanumeric value.
Field2
The Field2 value for the record. If you specified a different label for the Field2 column for the selected view, the label you defined appears in the Field list.
Possible values include any alphanumeric value.
Field3
The Field3 value for the record. If you specified a different label for the Field3 column for the selected view, the label you defined appears in the Field list.
Possible values include any alphanumeric value.
Field4
The Field4 value for the record. If you specified a different label for the Field4 column for the selected view, the label you defined appears in the Field list.
Possible values include any alphanumeric value.
Field5
The Field5 value for the record. If you specified a different label for the Field5 column for the selected view, the label you defined appears in the Field list.
Possible values include any alphanumeric value.
Type
The type value for the record. If you specified a different label for the Type column for the selected view, the label you defined appears in the Field list.
Possible values include all record types the user can access.
Any key
The value for the File plan, Type, Field1, Field2, Field3, Field4, or Field5 associated with the document.
Possible values include any alphanumeric value.

Record property

The following operators and fields allow you to search for records based on a record property value.

Operators
is equal to
is not equal to
is less than
is greater than
is less than or equal to
is greater than or equal to
starts with
does not start with
ends with
does not end with
contains
does not contain
is blank
is not blank
is one of
is not one of
is between
is not between
Fields
The following fields are available when constraining by document property.
Created within (days)
The number of days within which the record was captured.
Possible values include any numeric value.
Hold name
The name of the retention hold applied to the record.
Possible values include all retention holds the user can access.
Hold reason
The reason for the hold.
Possible values include all hold reasons the user can access.
Name
The name of the record.
Possible values include any alphanumeric value.
Number of pages
The total number of pages in the record.
Possible values include any numeric value.
Record ID
The unique ID of the record.
Possible values include any alphanumeric value.

Status

The following operators and fields allow you to search for records based on a status value.

Operators
is equal to
is not equal to
Fields
The following fields are available when constraining by status.
Has physical file reference
Whether the record has a reference to a physical file.
Possible values include yes or no.
Has hold applied
Whether the record is under a direct or inherited retention hold.
Possible values include yes or no.

User

The following operators and fields allow you to search for records based on a user value. You can type an alphanumeric value or select any valid user name.

Operators
is equal to
is not equal to
starts with
does not start with
ends with
is blank
is not blank
is one of
is not one of
Fields
The following fields are available when constraining by user.
Created by
The user who created the record.
Last viewed by
The user who last viewed the record.
Modified
The user who last modified the record.
Pending approval by
The user assigned to an approval task for the record.