Search Result Options Searching for Physical Content Searching Using Desktop Integration Suite

Searching and Screening Content 6-3

6.1.2 Search Result Options

When viewing search results, the search can be saved under a file name for later use. See the Oracle Fusion Middleware Users Guide for Content Server for more details about searching and saving query results. The following options appear on the Table menu above the search result listing. To perform actions for multiple items, click the check box for the items then choose an option from one of the following menus: ■ Actions : used to move the item to a content basket or folio ■ Edit : used to perform freezes or to unfreeze an item ■ Set Dates : used to mark items as reviewed, expired, and so on ■ Create Reports : used to create reports for items or for search results ■ Delete : used to remove items ■ Metadata History : used to view the metadata history of an item ■ Change view : used to change how the search results are displayed ■ Query Actions : used to save the search for later use

6.1.3 Searching for Physical Content

Physical content metadata including storage information and retention schedules, if any are stored in the repository. Information about physical items managed by PCM can be found using the basic search page or the advanced search page. To search for physical items, complete the following steps:

1. Click Search then Physical.

The Search Physical Items Page is displayed. To use the advanced search page, click Search and then Advanced Search on Page menu.

2. To create a query for later use, select the search criteria and click Save. A prompt

appears for a query name. Enter a name and click OK. The query is saved in the user’s My Saved Query list in the My Content Server menu.

3. To run the search immediately, specify the search criteria and click Search when

done. The Physical Search Results Page is displayed, which lists all items meeting the search criteria.

6.1.4 Searching Using Desktop Integration Suite

If DIS is installed, the standard search page can be accessed by clicking the Search icon in the Windows Explorer panel. Different servers can be searched by choosing a server from the search list at the top of the search pane. 6-4 Oracle Fusion Middleware Users Guide for Universal Records Management

6.2 Screening for Content

After installation, an additional Screening menu is available on the Search menu. In addition to search-like functionality, screening enables a user to isolate retention categories, folders, and content by their attributes. Screening enables the user to see what has happened or what could happen within a retention schedule. Screening reports can be created immediately or they can be scheduled to be generated at a later time. This is especially useful for screening reports affecting large sets of content. Creating the screening report immediately might put a heavy load on the system, which could diminish its responsiveness andor result in browser time-outs. To avoid the load on the system, schedule screening reports to be performed at midnight, an off-peak time in most environments. The screening interface may use user-friendly captions or may use standard retention terminology. Note that the interface depictions in this documentation show user-friendly captions.

6.2.1 Performing Screenings

This section describes a general procedure to perform screenings. A search can be done by retention categories, record folders, and content by disposition, disposition event criteria, record folder andor retention category criteria. Click Search without entering any criteria, and all items are returned in the results. Different repositories can also be searched physical and electronic. To screen data, complete the following steps:

1. Click Search then Screening from the Top menu. Select the screening type

Categories, Folders, or Content. The Screen for topic Page is displayed. 2. Depending on the type of screening chosen, different screening options are displayed. Select the criteria for the search from the provided menus. When screening content and records, the Update Sort Fields button is displayed. This opens a dialog where the user can select mulitple fields to use for sorting. For each field selected and moved to the Search Fields box, a checkbox appears below the fields section. Check the box to further refine if the sorting for that field should be in ascending order. If not checked, sort order is descending. Important: Depending on a user’s role, the rights associated with that role, and the user profile, different menu options may appear on search or screening pages. In general, administrative users will see menus similar to those used to configure the system while end users will see menus containing typical functionality for users. Note: Scheduling reports is usually limited to those users with administrative privileges. Permissions: The Admin.Screening right is required to perform screening actions. This right is assigned by default to the Records Administrator role.